HomeMy WebLinkAboutD-2 Staff Report - MOA with SGVCOG for RHoD fundsMOA with SGVCOG for RHoD Funding for the Azusa Resource Center
December 2, 2024
Page 1
SCHEDULED ITEM
D-2
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: LUCY DEMIRJIAN, SENIOR PROJECT MANAGER
DATE: DECEMBER 2, 2024
SUBJECT: APPROVAL OF A MEMORANDUM OF AGREEMENT BETWEEN THE
CITY OF AZUSA AND THE SAN GABRIEL VALLEY COUNCIL OF
GOVERNMENTS FOR RAPID HOUSING DEVELOPMENT (RHOD)
PROGRAM FUNDING FOR THE AZUSA RESOURCE CENTER
BACKGROUND:
In the effort to address the continuing homeless crisis and the need for a local interim housing,
the City Council authorized a temporary interim housing project at 975 W. Foothill Blvd. The
Azusa Resource Center (ARC) is intended to serve as a bridge between residents experiencing
homelessness and placement in permanent supportive housing. The development of the project,
including purchase of pre-fabricated modular housing units, was largely paid for through
American Resource Act Plan Act (ARPA) funds.
The City also contracted with Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA) to
manage the daily operations of the ARC at an annual operating cost of $1,019,104.80 for Year 1,
covering March 2024 through May 2025. Funding already secured for the operational costs
include Year 3 and Year 4 Permanent Local Housing Allocation (PLHA) funds in the amount of
$207,286 and $212,152 respectively.
The San Gabriel Valley Council of Governments (SGVCOG) executed a contract with the
County of Los Angeles for Measure H funding allocated to cities and subregions as part of the
Local Solutions Fund, for the purposes of providing homeless services in support of the County's
Homeless Initiative strategies to combat homelessness in the San Gabriel Valley. The Rapid
Housing Development (RHoD) Program is one of the projects funded by the SGVCOG-Los
Angeles County contract to address housing and homelessness in the San Gabriel Valley by
providing financial support to cities and service providers with an additional resource to secure
units and/or beds on a longer-term basis.
Approved
City Council
December 2, 2024
MOA with SGVCOG for RHoD Funding for the Azusa Resource Center
December 2, 2024
Page 2
The City applied for RHoD funds and staff previously reported to Council on May 6, 2024 the
maximum possible funding from the grant was anticipated to be $410,000. However, due to
increased regional needs for funding, the total grant award for the project was $225,000. As
such, the funding gap for ARC operations in Year 1 has increased from $189,666.80 to
$374,667. Staff is actively seeking additional grants to go toward the ARC operational costs to
lessen the impact on the General Fund.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1) Approval to enter into a Memorandum of Agreement (MOA) with the SGVCOG; and
2) Authorize the City Manager to execute the Memorandum of Agreement (MOA) with the
SGVCOG, in a form acceptable to the City Attorney; and
3) Authorize $374,667 from undesignated General Fund reserves to fund the Azusa Resource
Center operational contract as other grant funding is being pursued.
ANALYSIS:
The approval of the MOA and acceptance of the RHoD funding will provide $225,000 to support
Azusa Resource Center (ARC) operations for year one. Although the City sought the maximum
amount per unit, the SGVCOG received many applications and determined the award based on
regional equity. The funding award may be subject to an increase pending available funding.
On May 6, 2024, Council discussed potential commitment from the General Fund of $190,000 as
other funding sources were being explored. An additional $185,000 in General Fund
commitment is necessary to fund ARC operations for the first year.
Funding Sources for ARC Operations:
TOTAL CONTRACT $1,019,104.80
PLHA Year 3 $207,286.00 Approved November 6, 2023
PLHA Year 4 $212,152.00 Approved June 3, 2024
RHoD (SGVCOG) $225,000.00
Current Funding Gap ($374,666.80) General Fund/Other Sources TBD
Notably, the City has applied for Encampment Resolution Funding (ERF), which is a
competitive state grant program available to assist local jurisdictions to provide services and
supports to people experiencing homelessness in encampments that results in meaningful paths
to safe and stable housing. Staff anticipates a determination on the grant application in early
2025. Should grant funds be awarded to the City, the burden on the General Fund portion will be
reduced.
Looking beyond the first full year, the City will need to determine a source of ongoing funding
for operational costs for the ARC. Although final methodology to distribute local solution funds
is still pending, the recent passage of the County sales tax measure (Measure A), may be a source
MOA with SGVCOG for RHoD Funding for the Azusa Resource Center
December 2, 2024
Page 3
for funding. Saff will be engaged in the process moving forward with the goal of securing direct
allocations as well as to pursue competitive funding opportunities. Additionally, the local tax
measure (Measure ZZ) could be considered as a potential source of funding for ongoing quality
of life and homeless initiatives in the City. These discussions will be part of the upcoming
budget process.
FISCAL IMPACT:
There MOA will support ARC operations with $225,000. The grant funding does not require
matching funds from the City's budget. The total cost of the ARC operational contract is not to
exceed $1,019,104.80 for the first year. With the RHoD funding, the City has secured $644,438
in grant funds, leaving a funding gap of $374,666.80, which staff is requesting from the General
Fund. Approval of the recommended will reduce undesignated General Fund reserves by
$374,667. Upon Council approval, staff will prepare a budget amendment and increase the
FY2024-25 budget by $374,667 under account 10-10-130-000-6625.
Prepared By: Reviewed and Approved:
Lucy Demirjian Sergio Gonzalez
Senior Project Manager City Manager
Attachment:
1. MOA with SGVCOG for RHoD funding
MEMORANDUM OF AGREEMENT
RAPID HOUSING DEVELOPMENT (RHOD) PROGRAM MEMORANDUM OF
AGREEMENT BETWEEN 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, a joint power authority (“SGVCOG”) to be effective
as of the date signed by both Parties. City and SGVCOG may be referred to herein collectively as
the “Parties” or individually as a “Party.”
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 executed a contract (Funding Agreement No. HI-23-003) with the County of
Los Angeles (County) for Measure H funding allocated to cities and subregions as part of the
Local Solutions Fund, 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 “Funding Agreement”); and
C. The Rapid Housing Development (RHoD) Program is one of the projects funded by the
Funding Agreement to address housing and homelessness in the San Gabriel Valley by
providing financial support to cities and service providers with an additional resource to secure
units and/or beds on a longer-term basis; and
D. The SGVCOG developed guidelines and an application process for the RHoD Program
through which eligible cities and service providers could submit an application to develop a
housing project; and
E. The City submitted an application to the SGVCOG to administer the RHoD Program for the
purpose of increasing the number of housing units and beds available for persons experiencing
homelessness (PEH) and providing more permanent housing options for PEH; and
F. The SGVCOG approved the application of the City to administer the RHoD Program; and
G. The City and the SGVCOG desire to set forth the terms of their respective obligations in
implementing the Scope of Services as described in Exhibit A, attached hereto and
incorporated herein by reference (the “Project”).
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. The term of
this MOA may be extended by mutual agreement of both Parties by way of an amendment to this
MOA.
II. COMPENSATION:
The total not to exceed amount payable to the City under this Agreement is two hundred twenty-
five thousand dollars ($225,000) (“RHoD Funding”).
III. RESPONSIBILITIES OF EACH OF THE PARTIES:
A. SGVCOG’s Responsibilities
1. Review submitted deliverables, reports, and invoices from the City and notify City as to
any additional such documents that are required.
2. Manage reporting schedules and deadlines.
3. Manage ongoing coordination of Project calls and meetings between the Parties and
stakeholders.
4. Disburse payments in a timely manner to City for approved eligible expenses submitted
through the SGVCOG’s approved payment process
5. Upon receipt of a proper invoice, reimburse the City as described in Exhibit B for
expenditures that are in compliance with the Project scope of work within 30 days of
approval.
6. Manage the RHoD Program and report to County on the implementation of the approved
project.
B. City’s Responsibilities
1. Implement the Project in a manner consistent with the Scope of Services (Exhibit A) and
RHoD Guidelines (Exhibit C) and this MOA.
2. Implement an approved referral, intake, placement, and exit process as stated within the
Project’s Site Operations Plan and Exhibit A.
3. Ensure access to 25 units/beds for the duration of this MOA. Fill any vacant units/beds
within twenty-one (21) days and pull participants from the existing waitlist and follow
intakes in chronological order.
4. Designate in writing and provide contact information for a Program Administrator(s) who
will be responsible for administering the Project. Notify the SGVCOG in writing prior to
any changes to the designated Administrator within the MOA term.
5. Participate in bi-weekly case conferencing with identified project site operator and
SGVCOG staff to discuss and identify site and client needs and highlight project impact
including successes and challenges encountered.
6. Maintain and manage contract with Los Angeles Centers for Alcohol and Drug Abuse
(L.A. CADA) (Exhibit D). The total cost of the contract is $1,019,104.80.
7. Ensure that L.A. CADA is fulfilling contractual obligations and providing high-quality
services to clients that meet best practices for interim housing operation. The City shall
notify the SGVCOG immediately if it intends to cancel the contract with L.A. CADA and
communicate how it will maintain services consistent with best practices for clients at the
site. The City shall also allow the SGVCOG to visit the site upon request to ensure that the
site is being operated in accordance with best practices.
8. Expend funds on goods and services consistent with Exhibit A.
9. Timely respond to SGVCOG requests related to the Project.
10. Notify SGVCOG prior to releasing press materials related to the Project or scheduling any
events, including but not limited to site tours, donation and holiday events.
11. Submit timely deliverables, reports, and invoices, including spend down reports and
appropriate backup documentation in a form reasonably satisfactory to the SGVCOG.
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 the 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. Ensure that the Project is fully-funded and that RHoD Funding does not supplant other
budgeted funding and is only used after other funding budgeted to the Project is exhausted.
14. Reimburse the SGVCOG for expenditures that are determined to be ineligible expenses
under this MOA. Amounts not reimbursed within this timeframe shall accrue interest at the
rate of 10% per annum or fraction thereof.
IV. INELIGIBLE EXPENSES
A. Work otherwise budgeted and funded by another source.
B. Advocacy and lobbying.
C. Grant preparation.
D. Activities not defined in Exhibit A.
E. Participation in SGVCOG and/or other regional meetings.
V. INVOICING
A. City must submit invoices on or before the fifteenth (15th) day of each month, evidencing all
eligible costs and expenses incurred. City must provide all necessary documentation, including
but not limited to invoices and deliverables, as support for the invoice. The invoice must
include all work completed during the previous month. City’s final invoice shall be submitted
within thirty (30) days of the end of the MOA term.
B. City must submit client report forms by the 15th of the month detailing outcomes during the
service period, consistent with a format approved by the SGVCOG.
C. City must ensure expenditures are eligible for reimbursement. Any ineligible expenditures will
not be reimbursed by the SGVCOG.
D. A 5% deduction per month deduction shall be made from any invoices not submitted within
the above time frames for the first three months the invoices are late. Invoices submitted after
that time shall be subject to a 10% per month deduction. Invoices not submitted within 30
days from the end of the MOA Term, shall not be paid.
VI. AMENDMENTS
A. Except as specifically provided herein, any change in any of the terms and conditions of this
MOA shall not have any force and effect unless a written amendment has been prepared and
executed by the Parties.
B. Minor changes to the Project scope of work or Budget may be approved by the SGVCOG’s
Project Manager, who shall in writing and in his or her reasonable discretion determine whether
the change is minor. Any increase in the not to exceed amount of this MOA shall require an
amendment.
VII. PROJECT MANAGEMENT
A. For purposes of this MOA, the SGVCOG designates the following individuals as its Project
Manager to which any notices required under this MOA shall be sent:
Samantha Piedra
Senior Management Analyst
San Gabriel Valley Council of Governments
1333 S. Mayflower Avenue, Suite 360
Monrovia, CA 91016
Spiedra@sgvcog.org
B. For purposes of this MOA, the City designates the following individuals as its Project Manager
to which any notices required under this MOA shall be sent:
Lucy Demirjian
Senior Project Manager
City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91042
ldemirjian@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
1333 S. Mayflower Avenue, Suite 360
Monrovia, CA 91016
Mcreter@sgvcog.org
D. All notices required herein shall be sent by email, except for a notice of termination, default,
or failure to cure, which shall be sent by certified mail, postage pre-paid, return receipt
requested. Either Party may change its Project Manager or contact upon written notice to the
other Party and shall promptly update the other Party in writing of any such changes.
VIII. TERMINATION
A. This MOA may be terminated by the SGVCOG at any time without cause. Termination will
occur 30 days after written notice is issued to City’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. Prior to such termination, the non-
defaulting Party shall notify the defaulting Party of the action or non-action constituting the
material default. The defaulting shall have 10 business days in which to cure the default. If
not cured to the reasonable satisfaction of the non-defaulting party within that time period, the
non-defaulting Party shall provide notice of the failure to cure and the MOA shall terminate
three days after the date the notice is deposited in the U.S. Mail, unless otherwise stated at a
later time in the written notice.
IX. 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
Indemnitees (as defined below) 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.
X. INSURANCE
A. City and SGVCOG shall each maintain and keep in full force and effect during the term of this
MOA insurance or a program of self-insurance against claims for injuries to persons or
damages to property which may arise in connection with their respective performance of
obligations hereunder.
XI. OTHER TERMS AND CONDITIONS
A. No Partnership. This MOA is not intended to be, and shall not be construed as, an agreement
to form a partnership, agency relationship, or a joint venture between the Parties. Except as
otherwise specifically provided in the MOA, neither Party shall be authorized to act as an agent
of or otherwise to represent the other Party.
B. Entire MOA. This MOA constitutes the entire understanding between the Parties with respect
to the subject matter herein and supersedes any and all other prior writings and oral
negotiations. This MOA may be modified only in writing and signed by the Parties in interest
at the time of such modification.
C. Governing Law. This MOA shall be governed by and construed under California law and any
applicable federal law without giving effect to that body of laws pertaining to conflict of laws.
In the event of any legal action to enforce or interpret this MOA, the Parties hereto agree that
the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles
County, California.
D. Excusable Delays. Neither Party 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, epidemic, 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.
E. Waiver. Waiver by any Party to this MOA of any term, condition, or covenant of this MOA
shall not constitute a waiver of any other term, condition, or covenant. No waiver of any
provision of this MOA shall be effective unless in writing and signed by a duly authorized
representative of the Party against whom enforcement of a waiver is sought.
F. Headings. The section headings contained in this MOA are for convenience and identification
only and shall not be deemed to limit or define the contents to which they relate.
G. Assignment. Neither Party may assign its interest in this MOA, or any part thereof, without the
prior written consent of the other Party. Any assignment without consent shall be void and
unenforceable.
H. Severability. 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.
I. Authority to Execute. The person executing this MOA on behalf of a Party warrant that they
are duly authorized to execute this MOA on behalf of said Party, and that by doing so said
Party is formally bound to the provisions of this MOA.
J. Counterparts. This MOA may be executed in multiple counterparts, each of which shall be
deemed an original, but all of which taken together shall constitute one and the same
instrument.
K. Electronic Signatures. This MOA may be executed with electronic signatures in accordance
with Government Code Section 16.5. Such electronic signatures will be treated in all respects
as having the same effect as an original signature.
[Signature page to follow]
In witness whereof, the Parties enter into this MOA on the date of last execution by the
Parties.
FOR CITY OF AZUSA
By: ___________________________
Sergio Gonzalez
City Manager
Date: __________________________
APPROVED AS TO FORM
By: ___________________________
Marco A. Martinez
City Attorney
Date: __________________________
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
Task 1 – Project Implementation
The City constructed the Azusa Resource Center (ARC), located at 975 W. Foothill Boulevard,
Azusa, CA 91702, to provide twenty-five (25) units of interim housing which will house
individuals experiencing homelessness. The City has contracted with Los Angeles Centers for
Alcohol and Drug Abuse (“L.A. CADA”) to oversee the daily operations and onsite supportive
services offered to participants.
The City shall utilize RHoD Funding to cover a portion of the operational contract with L.A.
CADA, as documented in Exhibit B. Local funding sources can include, but are not limited to the
following:
• CCOGIHS
• Permanent Local Housing Allocation (PLHA)
• American Rescue Plan Act (ARPA)
• Other earmarked funds
The City shall manage the L.A. CADA contract, ensuring that the site operation meets the
following criteria:
• Provides high-quality case management and low-barrier, housing-focused care
coordination targeting twenty-five (25) adult individuals; who are actively working
towards resolving their housing crisis to attain permanent housing and self-sufficiency.
• Operates consistently with the site’s operational plan (Attachment E) that includes the
following elements:
• Services available
• Program requirements
• Intake Process and Waitlist Management
• Care Coordinator, Housing Navigator and Participant’s Role
• Care Coordination Policy
• Targeted Goals/Expected Outcomes
• Communication and Engagement with Community Entities
• Exit Procedures
• Overnight Incident Procedures
• Grievance Process and Policies
• Facility Maintenance
• Storage Procedures
• Service/Support/Emotional Animal Policy
• Health and Safety
• Daily Staff Responsibilities
• Ensures that L.A. CADA develops a Housing Stability Plan with each participant, which
outlines participant’s housing navigation goals that will better help them secure and move-
in to permanent housing as quickly as practicable, with the goal of participants moving out
within 90 days. Should a client move out during the program, the City will ensure that L.A.
CADA is placing them into another permanent housing situation, even if they are exited
from the program. Any vacant unit shall be filled within twenty-one (21) days.
• Ensures that the site will offer the following facility amenities to all participants:
• 3 meals per day
• 24/7 staffing and secured entry
• Restroom/shower facilities
• Laundry facilities
• Office/case management space
• Communal outdoor dining area
The City shall participate in and invite the SGVCOG to bi-weekly case conferencing meetings
with both LA CADA sand SGVCOG staff to troubleshoot any site maintenance issues and discuss
each participant’s housing status.
With each invoice, the City shall attach the project’s Bi-Weekly Case Conferencing form or other
similar form that reports the occupancy of the site and client exits.
The City shall submit quarterly reports demonstrating occupancy and high-level outcomes for
clients residing at the site. Each report shall document the services provided to each client, client
demographic data, and must provide a narrative on the successes and challenges of implementing
the Project. City shall also submit a final report highlighting outcomes, successes, and challenges.
The format for the quarterly and final reports will be provided by the SGVCOG.
Key Performance Indicators
The Project shall meet quantifiable performance targets:
Metrics Total
Number of Interim Housing Units/Beds
Created & Maintained
25
Minimum Number of Clients Served 25
Deliverables
• Receipts and invoices for eligible expenditures as outlined in the RHoD Guidelines
• Monthly Client Reports
• Bi-Weekly Case Conferencing Forms
• Final Report
EXHIBIT B
Budget
The City shall receive a total not-to-exceed for the Project of two hundred twenty-five thousand
dollars ($225,000) for implementation of the Project outlined in Exhibit A.
The City shall use the following sources to fully-fund the Project:
Source Amount
PLHA Year 3 $207,286.00
PLHA Year 4 $212,152.00
Other (i.e. General Fund) $374,666.80
RHoD Funding $225,000.00
TOTAL $1,019,104.80
Funding shall be disbursed on a reimbursement basis based on submitted receipts and invoices.
Invoices shall be submitted quarterly with supportive documentation attached.
FY 2024-25 Rapid Housing Development (RHoD) Program Guidelines
March 2024
The San Gabriel Valley Council of Governments (“SGVCOG”) has established the
Rapid-Housing Development (RHoD) Program to provide financial support to secure housing
options for a longer-term. The SGVCOG has approved funding allocated towards approved
RHoD projects that will meet the evaluation criteria and be completed by June 30, 2025.The
goal of the RHoD Program is to create immediately-available, longer-term housing
opportunities for persons experiencing homelessness that are secured in a more cost-
and time-effective way.
Program Goals
The Rapid-Housing Development (RHoD) Program is established to provide cities and service
providers with an additional resource to secure units and/or beds on a longer-term basis that are
available more quickly than the time it takes to construct affordable housing units. The goals of
the RHoD Program are threefold:
1) Increase the number of housing units and beds available for persons experiencing
homelessness (PEH);
2) Provide PEH with a unit that has less cost volatility of securing units; and
3) Provide more permanent housing options for PEH.
The RHoD Program is focused on securing units that can be utilized by persons experiencing
homelessness or those at immediate risk of homelessness, as defined in Exhibit A. SGVCOG is
seeking to maximize the number of residents housed as a result of the RHoD Program.
The SGVCOG will not hold any leases or purchase any properties to implement the RHoD
Program. The SGVCOG will contract with eligible entities, defined below, to secure these units.
Contracted entities will be responsible for executing and holding any lease or similar
agreements, ensuring that eligible clients are housed in the units, providing necessary services
to clients, and ensuring that the housing is maintained. The SGVCOG will reimburse the
contracted entity up to a nightly not-to-exceed amount for each client served.
Eligible Entities
●Service Providers that meet the minimum qualifications;
●Cities/local governments that meet the minimum qualifications.
Minimum Qualifications
All Entities
●Must have at least 2 years of experience providing homeless and/or housing assistance
services and knowledge of interim housing and/or longer-term housing solutions in Los
Angeles County
1;
●Must be in good standing in the State of California;
●Must have at least 1 designated, trained staff administering the program for the duration
of the grant;
1 If an agency does not have at least 2 years of experience, the key staff person must have at least 2
years of experience.
1
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●Must have suitable accounting, financial, and administrative systems for documenting
grants and contracts, including a system of internal controls;
●Must have adequate financial resources to perform the contract;
●Must meet the minimum insurance requirements;
●Must have an established system of collecting and managing client data in a way that
meets all client privacy and security requirements;
●Comply with all subcontractor terms of the SGVCOG’s agreement with Los Angeles
County
Non-Profit Agencies
●Must have IRS 501c(3) tax-exempt status;
Please note there is a Master Leasing Countywide Orientation training hosted through
the Los Angeles Homeless Services Authority (LAHSA) Centralized Training Academy
(CTA) that is recommended to take, but not a requirement to receive RHoD funding. The
training provides an overview of the following topics: essential components of Master
Leasing Strategy, Connecting People to Master Leasing Units, Interim Housing (HI),
Housing Navigation (HN), Time Limited Subsidy (TLS), DHS & DMH. Applicants sign up
for the training here. Registration to LASHA’s CTA is required.
Project Types
Eligible projects should fall under one of the following categories:
1. Lease or master lease of an apartment unit(s), home(s), or motel room(s): This could include
any of the following:
●Traditional Master Leasing - a third-party leasing strategy in which an agency
becomes the primary leaseholder and leases individual units, a subset of units in a
single building, or all units in an entire building
●Master rent subsidy agreements (MRSAs)- a landlord incentive strategy where an
agency works with a property manager to sign an agreement where a service
provider accepts limited responsibilities and costs, but does not sublease units to
tenants. Property managers retain final selection and approval of tenants.
●Shared housing -a leasing strategy in which an agency becomes the primary
leaseholder and subleases individual rooms to clients, with common spaces (e.g.
kitchen; living room) shared by all tenants.
2. Operate interim housing sites: Provide appropriate, twenty-four (24) staffing to support the
successful operation of an Interim Housing site that provides a safe, housing first,
housing-focused, and supportive temporary housing to PEH, while they are working on
locating, applying to, and obtaining their permanent housing.
3. Other projects that provide consistent access to housing units on a longer-term basis: These
could include any activity that secures a unit or units for the duration of the grant term.
Funding is only available for elements that support the long-term acquisition of these units.
Potential eligible activities could include but are not limited to rehabilitation that would allow
for the longer-term acquisition of the unit(s); purchase of items (e.g. furniture; supplies) that
will allow tenants to be comfortably housed for the duration of the grant term.
Examples of eligible projects can be found in Exhibit B.
Project Requirements
2
Each project must meet the following requirements:
●Must be secured for a minimum of one-year
2;
●Must ensure that the provider has guaranteed access to house clients in a unit;
●Must maintain occupancy rate of 95%
3;
●Must ensure that clients are not paying more than 30% of their gross income for the unit;
●Must have a strategy to ensure that clients remain housed beyond the grant term;
●Must also utilize a housing-first, trauma-informed care approach to serving clients;
●Must provide levels of care that are consistent with industry-standard best practices at
levels appropriate based on the clients’ acuity levels to ensure that clients remain
housed for the duration of the program or exit to alternative permanent housing;
●Must have an established referral and selection process that also accepts referrals from
throughout the region, including from the the SGVCOG’s Homeless Outreach
Programs4;
●Must have defined and SGVCOG-approved exit criteria that is clearly communicated to
clients;
●Must incorporate racial equity (see Exhibit C);
●Must have clearly defined performance metrics and goals;
●May not discriminate or withhold resources or services from a client on the basis of race,
color, sex, sexual orientation, age, religious belief, national origin, marital status, physical
or mental handicap, medical condition, or place of residence (including jurisdiction of
residence).
Interim housing projects must meet the following additional requirements:
●Overall service provider contract cost must not exceed $110 per bed per night;
5
●Must have an operational plan that ensures that clients are being connected to
permanent housing as quickly as practicable;
●Must provide level of services consistent with the needs of the clients at the site and
meets the requirements of the County’s Cities and Councils of Governments Interim
Housing Services (CCOGIHS) Fund;
●Must have exhausted all other local funding sources, including but not limited to
○CCOGIHS;
○Permanent Local Housing Allocation (PLHA);
○American Rescue Plan Act (ARPA);
○Other earmarked funds
The SGVCOG will reimburse operators for costs up to $45 per client per night, for one year.
Funding may be extended beyond 1 year, pending funding availability. It is largely anticipated
that one client shall be housed in one bedroom, with some exceptions that would be discussed
during the scoping process.
If the cost of the project exceeds $45 per client per night, the applicant must have the additional
funding secured.
5 This requirement may be waived if additional, specialized services are being provided at the site.
4 Projects can implement a local preference where local clients are prioritized, even with referrals from
SGVCOG Regional Programs
3 When occupancy falls below 95%, applicant shall make beds available regionally.
2 This requirement may be waived in unique circumstances, pending discussion with the SGVCOG.
3
Project Timeline
All projects should begin on or before July 1, 2024, and must be completed by June 30, 2025.
Projects may be extended pending funding availability.
Application & Award Process
There will be a two-step application process. The initial application will ensure that
1. The Agency meets the minimum qualifications;
2. They have trained staff to establish and implement the Project and have knowledge and
experience with the implementation of the Housing-First model;
3. The Project meets Project Requirements;
4. They have a defined process, with adequate controls, to complete the proposed project
by the funding deadline;
5. They have the ability to complete the outlined project throughout and for one year or the
duration of the agreement, whichever is longer.
SGVCOG staff will review each submitted application on a rolling basis for consistency with the
evaluation criteria (Exhibit D). SGVCOG staff will then meet with each eligible applicant with a
viable project to further refine the project and, as the project is deemed viable and confirmed,
define the applicant’s scope of work.
Applications will be accepted until Tuesday, April 30, 2024 at 5:00 p.m.Applications will be
reviewed and awarded on a rolling basis.
The SGVCOG will execute agreements with each successful applicant defining the project
scope of work and other project requirements, using the process defined in Exhibit C. The
agreements will define the project scope of work, including but not limited to the project
duration, project cost, implementation approach, key performance indicators, and reporting
requirements. The contract will be a reimbursement-based contract, so entities will be
responsible for the initial expenditures and can then submit the expenditures, with appropriate
back-up, for reimbursement. The SGVCOG will reimburse for actual costs, not to exceed the
nightly cap.
Selected agencies may be subject to an audit by internal SGVCOG audit staff to verify their
financial ability to comply with the program requirements.
Any agreement greater than $250,000 must be approved by the SGVCOG Governing Board.
SGVCOG Governing Board meetings are held on the third Thursday of each month.An entity
will not be reimbursed for any expenditures that occur prior to execution of an agreement
with the SGVCOG.
`
Application Submission
The application can be found here.The deadline to submit the application is Tuesday, April 30,
2024, at 5:00 p.m.Please submit your application electronically by emailing Samantha Piedra,
spiedra@sgvcog.org. Use the following format in the subject line:SGVCOG RHoD Program
Application - City of XXX or Name of Agency.
4
The SGVCOG will also host an Informational Session on the RHoD program and application on
Thursday, March 21, 2024 at 10 a.m.Potential applicants may also request a one-on-one
meeting with SGVCOG staff to discuss potential projects in more detail.
Timeline
February 22, 2024 Announcement of RHoD
March 12, 2024 Release of RHoD Application
March 21, 2024 SGVCOG RHoD Informational Session
April 30, 2024 Application due date
No later than July 1, 2024 Projects begin
June 30, 2025 RHoD Funds must be expended
5
Exhibit A
Target Populations
Each approved housing project must be dedicated to assisting and serving person(s)
experiencing homelessness, defined as follows:
1.Clients must be homeless, meeting at least one of the following criteria:
a. Has a primary residence that is a public or private space not meant for human
habitation;
b. Is living in a publicly or privately operated shelter designated to provide
temporary living arrangements (e.g. congregate shelters; transitional housing;
hotels/motels paid for by charitable organizations, or by federal, state, or local
government programs)
c. Is exiting an institution where s(he) has resided for 90 days or less and who
resided in an emergency shelter or place not meant for human habitation
immediately before entering that institution.
2.At Imminent Risk of Homelessness, meeting the following criteria:
a. Residence will be lost within 30 days of the date of application for homeless
assistance;
b. No subsequent residence has been identified;
c. The individual or family lacks the resources or support networks needed to obtain
other permanent housing.
3.For unaccompanied youth under age 25 or families or families with dependent children,
meeting at least one of the following criteria:
a. Meets the criteria in section 1
b. Have not had a lease, ownership interest in permanent housing during the 60
days prior to the homeless assistance application
c. Have experienced persistent instability as measured by two moves or more
during the preceding 60 days
d. Can be expected to continue in such status for an extended period of time due to
special needs or barriers
4.Any individual or family who
a. Is fleeing, or is attempting to flee, domestic violence
b. Has no other residence, and
c. Lacks the resources or support networks to obtain other permanent housing
5. Housing for Older Persons
a. Clients defined as persons 62 years of age or older experiencing homelessness
6.Veterans
a. Clients who identify as a veteran and must be determined to be homeless under
Categories 1 and 4 according to the U.S. Department of Housing and Urban
Development’s Final Rule on “Defining Homeless”
6
Exhibit B
Example Projects
Lease or master lease of an apartment unit(s), home(s), or motel room(s):
Example 1: Master Lease
Applicant identifies an apartment complex to transition persons experiencing homelessness into
permanent housing (PEH). The applicant works with the property owner of the unit in order to
sign and obtain a master lease agreement to quickly move people in and build local property
owner relations and incentives. The applicant subcontracts with a local service provider. The
service provider will be responsible for some operational costs such as vacancy losses, damage
mitigation, pest control, and on-site security. The service provider will work with PEH, who are
either connected to a time-limited subsidy, or federal housing voucher, or have acquired steady
income through employment and/or benefits that will assist PEH maintain their rent and other
basic living expenses, and will connect them to an available unit within the complex.
Additionally, the service provider will assist with providing case management and establishing a
housing plan with the client to secure and retain the unit once approved to move in. Given that
the service provider will assume limited responsibilities, the responsibility of screening and
finalizing the approval of each tenant will remain with the property owner.
Example 2: Shared Housing
Applicant identifies a single-family or other multiroom property for lease that could be shared by
multiple individuals. Each individual would have a unique space for habitation (e.g. bedroom,
which could be shared by multiple individuals in unique situations) but would share common
spaces, such as kitchen, living room, and bathroom. Applicant would manage referrals into the
unit and would help to remediate conflicts to ensure peaceful cohabitation of residents.
Applicant would hold the lease and then sublease to individuals. Applicant could cover the entire
portion of the rent or ask the individuals to subsidize a portion of the rent, up to 30% of their
income. Applicant would be eligible for reimbursement for up to $45 per person per night. For
example, for a 3-bedroom home, shared by 4 individuals, Applicant would be eligible for an
annual reimbursement for up to $65,700 ($45/night x 365 nightsx4individuals),uptothecost
of the lease.
Operate interim housing sites:
Applicant operates or intends to operate a 25-unit interim housing site, providing a short-term
housing option for persons experiencing homelessness. The site is operated by a service
provider that is providing 24/7 staffing to the site, to ensure resident safety, provide case
management and resources, and help move clients into permanent housing. Applicant has
some funding identified but has a funding gap. Once all other funding options have been
exhausted, Applicant would be eligible for reimbursement for up to $45 per person per night. For
example, for this 25-unit site, housing 25 individuals in interim housing, Applicant would be
eligible for an annual reimbursement of up to $410,625.
Other projects that provide consistent access to housing units on a longer-term basis:
Example 1
Applicant has purchased/secured a multi-bedroom home that is intended to be used for shared
housing. The property has additional work - minor rehabilitation, furniture needs - that will be
necessary in order for individuals to occupy the unit. Applicant is eligible for up to $45 per
7
person per night, up to actual costs, to cover the costs associated with preparing the unit. Once
the property is prepared, Applicant would be responsible for managing referrals into the unit and
would help to remediate conflicts to ensure peaceful cohabitation of residents.
8
Exhibit C
Contracting & Invoicing Process and Expectations
Contracting Process
Once an applicant’s application is approved, the process of agreement execution can begin.
The contract will define the roles and responsibilities of the entity, which include the following:
●Implementing the project in accordance with the Program Goals and Project
Requirements to benefit members of the target population (i.e. persons experiencing
homelessness);
●Designating specific staff to administer the project;
●Submitting Monthly Invoices;
●Submitting Quarterly Reports that capture the required project metrics (see “Data Metrics
& Performance Targets,” “Monitoring, Documentation, and Reporting” sections below);
●Submitting a Final Report
Project Metrics & Performance Targets
Each project must include quantifiable performance targets that demonstrate the project’s
impact in helping clients become and/or remain permanently housed. Applicant will report on its
progress towards meeting these performance targets.
Monitoring, Documentation and Reporting
Each RHoD recipient will be expected to monitor, document, and report on project metrics. The
SGVCOG will require the following outcomes to be reported per quarter:
1. Submittal of monthly invoices documenting expenditures;
2. Number of clients served, including demographic information such as, but not limited to,
race/ethnicity, age, gender, etc.;
3. Number of clients successfully moved into a housing placement;
4. Services/housing assistance provided;
5. Outcome data for clients served, including, as necessary number and type of exits and
placements
6. Service Provider Partnerships that supported the implementation of the proposed
project; and,
7. Project’s equity goals and outcomes to ensure racial and gender equity in service
delivery and housing placements for clients experiencing, or at-risk, of homelessness.
A quarterly report form, along with the invoice and final report templates, will be shared that
captures the above data metrics and will be provided at the time of the contract execution.
Partner Expectations
Projects may not discriminate or withhold resources or services from a client on the basis of
race, color, sex, sexual orientation, age, religious belief, national origin, marital status, physical
or mental handicap, medical condition, or place of residence (including jurisdiction of residence).
The SGVCOG reserves the right to disencumber funds if an implementer is withholding services
or resources on any of these bases. Projects must also utilize an implementation approach that
prioritizes racial equity. A partner agency may prioritize clients but may not withhold information
9
or resources to a client based on their city of origin, any protected status. Partners must also
utilize a housing-first, trauma-informed care approach to serving clients.
If a partner does not have sufficient resources to fulfill project requirements, that must be
communicated immediately to the SGVCOG so that the SGVCOG can assist with
alternative solutions to adequately support the completion of housing projects.
Racial Equity
The SGVCOG is seeking projects that will take actions to implement goals and objectives that
ensure and center racial, gender, and other forms of equity in service delivery. It is critical that
proposed projects advance and prioritize equitable access to housing and services for
racial/ethnic groups overrepresented among clients experiencing homelessness. The SGVCOG
is seeking project proposals that increase the coordination and implementation of a pathway to
interim and permanent housing in conjunction with supportive services for populations most
affected by homelessness in the entity’s community.
10
Exhibit D
Evaluation Criteria
11
EVALUATION CRITERIA POINTS
Organizational Capacity and Expertise:
●Has at least 2 years of experience providing homeless and/or housing
assistance services and knowledge of interim housing and/or
longer-term housing solutions in Los Angeles County
●Has at least 1 designated, trained staff administering the program for the
duration of the grant
●Demonstrates having suitable accounting, financial, and administrative
systems for documenting grants and contracts, including a system of
internal controls
●Has an established system of collecting and managing data in a way
that meets all program requirements
●Demonstrates ability and experience to submit required invoices and
quarterly reports by a given deadline
________/
10 points
Project Overview:
●Proposed project meets Program Goals
●Establishes a project plan that supports the expansion of accessible
units via an eligible project type
●Demonstrates ability to sustain beyond the grant term
●Prioritizes racial equity by establishing performance, service delivery,
and outcome metrics for BIPOC (Black/African American, Native
American/American Indian, Latino/a/x, Asian, Pacific Islander/Native
Hawaiian and other People of Color) disproportionately impacted by
homelessness and lack of affordable housing
________/
10 points
Approach and Implementation:
●Demonstrates experience with implementing similar projects
●Demonstrates ability to implement an eligible project that fulfills the
project requirements stated within the RHoD Program Guidelines
●Displays the organizational capacity to provide the required housing
services in accordance with the Housing First model and other
evidence-based practices to facilitate clients’ exit to permanent housing
________/
10 points
TOTAL POINTS ________/
30 points
PROFESSIONAL SERVICES AGREEMENT
SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS
AGREEMENT FOR CONSULTANT SERVICES
WITH
LOS ANGELES CENTERS FOR ALCOHOL AND DRUG ABUSE
This Agreement for Consultant Services (“Agreement”) is made and entered into this 2th
day of March, 2024, by and between the San Gabriel Valley Council of Governments
(“SGVCOG”) and the Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA)
(“Consultant”).
In consideration of the mutual covenants and conditions set forth herein, the parties agree
as follows:
1. Scope of Services.
Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to
the reasonable satisfaction of the SGVCOG, the services set forth in the attached Exhibit "A",
which is incorporated herein by this reference. As a material inducement to the SGVCOG to enter
into this Agreement, Consultant represents and warrants that it has thoroughly investigated the
work and fully understands the difficulties and restrictions in performing the work. Consultant
represents that it is fully qualified to perform such consulting services by virtue of its experience
and the training, education and expertise of its principals and employees.
Samantha Piedra (herein referred to as the “SGVCOG’s Project Manager”), shall be the
person to whom the Consultant will report to for the performance of services hereunder. It is
understood that Consultant shall coordinate its services hereunder with the SGVCOG’s Project
Manager to the extent required by the SGVCOG’s Project Manager, and that all performances
required hereunder by Consultant shall be performed to the satisfaction of the SGVCOG’s Project
Manager and Executive Director.
2. Term of Agreement.
This Agreement shall take effect March 2, 2024, and shall continue until May 19, 2025
("Term"), unless earlier terminated pursuant to the provisions herein. SGVCOG’s Executive
Director shall have the option to extend this Agreement for up to two additional one-year terms by
giving Consultant at least thirty (30) days written notice prior to the expiration of the Term or any
extension thereof. Any extended term shall be subject to the same terms and conditions contained
herein; provide that Consultant and SGVCOG shall negotiate any increase in Consultant’s hourly
rate, but in no event shall the increase exceed the lesser of 3% or the amount the Consumer Price
Index (“CPI”) for the Los Angeles-Anaheim-Riverside metropolitan area for the month
immediately preceding the adjustment date (the “Index Month”) as reported by the United States
Bureau of Labor Statistics.
Page 1 of 19
LA CADA – SGVCOG
(;+,%,7'
Page 2 of 19
1829360.1
3. Compensation and Method of Payment.
(a) Task 1.2 shall be compensated on a deliverables basis for a fixed fee of Twenty-
Four Thousand Dollars ($24,000). Consultant shall invoice the SGVCOG for the following
deliverables and following amounts: (1) Completion of kick-off meeting in the amount of $1,500;
(2) Final approval of the Operations, Staffing and Service Plan in the amount of $2,500; and (3)
Recruiting efforts and onboarding of all staff needed to implement the Operations, Staffing, and
Service Plan and program start up supplies.
(b) Staffing and Labor Costs shall be paid on a fixed fee monthly basis in the amount
of Sixty-One Thousand Six Hundred Forty-One Dollars and Sixty-Seven Cents ($61,641.67), but
in no event to exceed Seven Hundred Thirty-Nine Thousand Seven Hundred Dollars ($739,700).
Materials and supplies shall be paid on a reimbursable basis as such costs are incurred, but in no
event to exceed Two Hundred Seventy-Nine Thousand Four Hundred Four Dollars and Eighty
Cents ($279,404.80) for those materials and supplies as are shown in Exhibit B. The total
Agreement is for a not to exceed amount of One Million Forty-Three Thousand One Hundred Four
Dollars and Eighty Cents ($1,043,104.80). No payment for extra services caused by a change in
the scope or complexity of work, or for any other reason, shall be made unless and until such extra
services and a price therefore have been previously authorized in writing and approved by the
Executive Director or her designee as an amendment to this Agreement; provided that Consultant
may allocate funds within the different categories upon written confirmation from the Executive
Director as long as such allocations do not affect the not to exceed amount. The amendment shall
set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by
SGVCOG to Consultant. Consultant shall be compensated in the manner and in the amounts
specified in “Exhibit B.” Consultant’s hourly rates shall remain fixed for the initial Term of this
Agreement.
(c) Each month Consultant shall furnish to SGVCOG an original invoice for, as
applicable, deliverables, work performed and expenses incurred during the preceding month.
SGVCOG shall independently review each invoice submitted by Consultant to determine whether
the charges for the deliverables, work performed, and expenses incurred are in accordance with
Exhibit “B”. The invoice shall include the following columns: Project Task, Labor Category, Date,
Detailed Comments of Work Performed, Individual Performing the Work and Title, Hourly Rate
and Hours. Consultant shall also provide timesheets and supporting documentation for each
invoice. In the event that no charges or expenses are disputed, the invoice shall be approved and
paid according to this Section. In the event any charges or expenses are disputed by SGVCOG,
SGVCOG shall withhold that portion of the invoice that is in dispute and remit the remainder.
With respect to Consultant’s fixed fee invoice for staffing and labor, to the extent Consultant did
not staff the site in accordance with the staffing levels shown in Exhibit “B”, Consultant shall
reduce the immediately following month’s bill fixed fee amount to reflect the deficiency.
(d) Except as to any charges or expenses disputed by SGVCOG, SGVCOG will use its
best efforts to cause Consultant to be paid within thirty (30) days of receipt of Consultant's invoice
meeting the requirements herein.
Page 3 of 19
1829360.1
4. Priority of Documents.
This Agreement and any attached Exhibits or documents incorporated herein by reference
are intended to describe the Parties complete agreement, however, in the event of any conflict with
the provisions of this Agreement and the Exhibits, this Agreement shall control.
5. Inspection and Access to Consultant's Books and Records.
Consultant shall provide SGVCOG, or other agents of SGVCOG, such access to and shall
maintain all documents and records demonstrating or relating to Consultant's performance of
services pursuant to this Agreement. Consultant shall maintain all ledgers, books of account,
invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work,
services, expenditures and disbursements charged to SGVCOG pursuant to this Agreement. All
such documents or records shall be maintained in accordance with generally accepted accounting
principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of
the services provided by Consultant pursuant to this Agreement. All such documents or records
shall be maintained for three (3) years from the date of execution of this Agreement and to the
extent required by laws relating to audits of SGVCOG and its expenditures.
6. Ownership of Documents.
All original maps, models, designs, drawings, photographs, studies, survey, reports, data,
notes, computer files, files and other documents prepared, developed or discovered by Consultant
in the course of providing any services pursuant to this Agreement shall be the sole property of the
SGVCOG and may be used, reused or otherwise disposed of by the SGVCOG without the
permission of the Consultant. Upon satisfactory completion of, or in the event of expiration,
termination, suspension, or abandonment of this Agreement, Consultant shall turn over to
SGVCOG all such maps, models, designs, drawings, photographs, studies, surveys, reports, data,
notes, computer files, files and other documents which Consultant may have prepared for use in
performing services hereunder. With respect to computer files, Consultant shall make available to
the SGVCOG, upon reasonable written request by the SGVCOG, the necessary computer software
and hardware for purposes of accessing, compiling, transferring and printing computer files.
Consultant shall have not liability for SGVCOG’s for reuse of maps, models, designs,
drawings, photographs, studies, survey, reports, data, notes, computer files, files and other
documents produced under this Agreement or modifications thereof for any purpose other than
those authorized under this Agreement without the written authorization of Consultant.
7. Status of Consultant.
Consultant is and shall at all times remain a wholly independent contractor and not an
officer, employee or agent of SGVCOG. Consultant shall have no authority to bind SGVCOG in
any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against
SGVCOG, whether by contract or otherwise, unless such authority is expressly conferred under
this Agreement or is otherwise expressly conferred in writing by SGVCOG.
Page 4 of 19
1829360.1
The personnel performing the services under this Agreement on behalf of Consultant shall
at all times be under Consultant's exclusive direction and control. Neither SGVCOG, nor any
elected or appointed boards, officers, officials, employees, or agents, shall have control over the
conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in
this Agreement. Consultant shall not at any time or in any manner represent that Consultant or
any of Consultant's officers, employees or agents are in any manner officials, officers, employees,
members or agents of SGVCOG.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or
ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors
providing service under this Agreement shall not qualify for or become entitled to, and hereby
agree to waive any claims to, any compensation, benefit, or any incident of employment by
SGVCOG, including but not limited to eligibility to enroll in the Public Employees Retirement
System as an employee of SGVCOG.
In the event that Consultant or any employee, agent, or subcontractor of Consultant
providing services under this Agreement claims or is determined by an authority having
jurisdiction over SGVCOG, to not be a wholly independent contractor, then Consultant shall
indemnify and reimburse SGVCOG for any costs, including attorneys’ fees, that SGVCOG incurs
arising out of such claim or determination including, but not limited to, any benefits SGVCOG is
required to provide, or payroll taxes or Workers” Compensation claims it is required to pay, as
well as for the payment of any penalties and interest on such contributions.
8. Deficient Services.
Consultant represents and warrants that it has the qualifications, experience, and facilities
necessary to properly perform the services required under this Agreement in a thorough,
competent. and professional manner. Consultant shall at all times faithfully and competently,
perform all services described herein. In meeting its obligations under this Agreement, Consultant
shall employ, at a minimum, generally accepted standards and practices utilized by persons
engaged in providing services similar to those required of Consultant under this Agreement.
SGVCOG may disapprove services that do not conform to these standards and practices and may
withhold or deny compensation for deficient services. Upon disapproval of services by SGVCOG,
Consultant shall immediately re-perform, at its own costs, the services that are deficient.
SGVCOG shall endeavor to notify Consultant in writing of the existence of such deficient services
in a timely manner, although its failure to do so shall not affect any remedy it may have under this
Agreement or at law with respect to such deficient services. No approval, disapproval, or omission
to provide approval or disapproval shall release Consultant from any responsibility under this
Agreement.
9. Compliance with Applicable Laws; Permits and Licenses.
Consultant shall keep itself informed of and comply with all applicable federal, state and
local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this
Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to
perform the services set forth in this Agreement. Neither SGVCOG, its member agencies, nor any
Page 5 of 19
1829360.1
of their respective elected or appointed boards, officers, officials, employees, or agents, shall be
liable, at law or in equity, as a result of any failure of Consultant to comply with this Section.
10. Nondiscrimination.
A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital
status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual
orientation, in the performance of its services and duties pursuant to this Agreement and will
comply with all rules and regulations of SGVCOG relating thereto. Such nondiscrimination shall
include, but not be limited to, the following: employment; upgrading; demotion; transfers;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship.
B. Consultant will, in all solicitations or advertisements for employees placed by or
on behalf of Consultant in performing this Agreement, state either that it is an equal opportunity
employer or that all qualified applicants will receive consideration for employment without regard
to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental
handicap, medical condition, or sexual orientation.
C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for
any work covered by this Agreement except contracts or subcontracts for standard commercial
supplies or raw materials.
11. Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C.A. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant employ
such unauthorized aliens for the performance of services covered by this Agreement, and should
any liability or sanctions be imposed against SGVCOG for such use of unauthorized aliens,
Consultant hereby agrees to and shall reimburse SGVCOG for the cost of all such liabilities or
sanctions imposed, together with any and all costs, including reasonable attorney fees, incurred by
SGVCOG.
12. Conflicts of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, (but not including ownership of stock in a publicly
traded company), which would conflict in any manner with the interests of SGVCOG or which
would in any way hinder Consultant's performance of services under this Agreement. Consultant
further covenants that in the performance of this Agreement, no person having any such interest
shall be employed by it as an officer, employee, agent or subcontractor without the express written
consent of the SGVCOG. Consultant agrees to at all times avoid conflicts of interest or the
appearance of any conflicts of interest with the interests of SGVCOG in the performance of this
Agreement.
Page 6 of 19
1829360.1
13. Assignment.
The expertise and experience of Consultant are material considerations for this Agreement.
SGVCOG has an interest in the qualifications of and capability of the persons and entities who
will fulfill the duties and obligations imposed upon Consultant under this Agreement. In
recognition of that interest, Consultant shall not assign or transfer any of its duties or obligations
under this Agreement or any portion thereof, without the prior written consent of the SGVCOG.
Any attempted assignment shall be ineffective, null and void, and constitute a material breach of
this Agreement entitling SGVCOG to any and all remedies at law or in equity, including summary
termination of this Agreement. The SGVCOG may assign this agreement to the city of Azusa upon
written notice to the Consultant and that in executing this Agreement Consultant consents to such
assignment.
14. Indemnification.
To the greatest extent permitted by California law, Consultant shall indemnify, defend with
counsel approved by SGVCOG, and hold harmless SGVCOG, its member agencies, and their
respective elected and appointed boards, officers, officials, employees and volunteers
("Indemnitees") from and against all liability, loss, damage, expense, cost (including without
limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every
nature arising out of or in connection with:
(1) Any and all claims under Workers’ Compensation Act and other employee
benefit acts with respect to Consultant’s employees or Consultant’s contractor’s employees
arising out of Consultant’s work under this Agreement; and
(2) Any and all claims arising out of Consultant's performance of work hereunder
or its failure to comply with any of its obligations contained in this Agreement, regardless
of SGVCOG’s passive negligence, but excepting such loss or damage which is caused by
the sole active negligence or willful misconduct of the SGVCOG. Should SGVCOG in its
sole discretion find Consultant’s legal counsel unacceptable, then Consultant shall
reimburse the SGVCOG its costs of defense, including without limitation reasonable
attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall
promptly pay any final judgment rendered against the Indemnitees. It is expressly
understood and agreed that the foregoing provisions are intended to be as broad and
inclusive as is permitted by the law of the State of California and will survive termination
of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to
extend to any third-party indemnification rights of any kind.
(3) The Consultant's obligations to indemnify, defend and hold harmless the
Indemnitees shall survive termination of this Agreement.
15. Insurance.
. Without limiting its obligations pursuant to this Agreement, Consultant shall procure and
maintain, at Consultant’s own cost and expense and for the duration of this Agreement, the
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insurance coverage as set forth herein. All insurance policies shall be subject to approval by
SGVCOG as to form and content. These requirements are subject to amendment or waiver if so
approved in writing by the SGVCOG. Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than A-VII. Consultant shall provide the following scope and limits of
insurance:
15.1 Minimum Scope of Insurance. Coverage shall be at least as broad as:
Insurance Services Office form Commercial General Liability coverage
(Occurrence Form CG 0001).
Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms
subject to the written approval of the SGVCOG.
Workers' Compensation insurance if and as required by the California Labor Code
and Employer's Liability insurance covering all persons providing services on behalf of the
Consultant and all risks to such persons under this Agreement.
Professional liability insurance appropriate to the Consultant's profession.
15.2 Limits of Insurance. Consultant shall maintain limits of insurance no less than:
General Liability: $1,000,000 minimum limit written on an occurrence basis for
bodily injury, death and property damage.
Automobile Liability: $1,000,000 minimum limit written on an occurrence basis
for bodily injury, death and property damage.
Workers' Compensation and Employer's Liability: Workers' Compensation as
required by the Labor Code of the State of California and Employers Liability limits of
$1,000,000 per accident.
Professional Liability: $1,000,000 minimum limit per claim. If such insurance is
on a claims-made basis, Consultant agrees to keep such insurance in full force and effect
for at least three years after termination or date of completion of this Agreement.
15.3 Other Provisions. Insurance policies required by this Agreement shall
contain the following provisions:
15.4 All Policies. Each insurance policy required herein, other than professional
liability shall provide that the coverage shall not be non-renewed, cancelled or reduced by
the insurer or Consultant except after at least ten (10) days' prior written notice by Certified
mail, return receipt requested, has been given to SGVCOG. As soon as Consultant
becomes aware, it shall provide to SGVCOG notice of suspension or voiding of any
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coverage or reduction in coverage which results in Consultant not meeting the minimum
requirements set forth in this Agreement.
15.5 General Liability and Automobile Liability Coverages. SGVCOG, its
member agencies, and their respective elected and appointed boards, respective elected and
appointed officers, members, employees, and agents (“Additional Insureds”), shall be
named as additional insureds on all policies of general liability, property damage, and
automotive liability insurance for all work performed by Consultant under this Agreement.
The coverage shall contain no special limitations on the scope of protection afforded to the
Additional Insureds.
Consultant's insurance coverage shall be primary insurance with respect to the
Additional Insureds.
Any failure to comply with the reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to SGVCOG, and its
respective elected and appointed officers, officials, members or employees.
15.6 Workers' Compensation and Employer's Liability Coverage. Unless the
SGVCOG otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against the Additional Insureds for losses arising from services performed by
Consultant.
15.7 Other Requirements. Consultant agrees to deposit with SGVCOG, at or
before the performance of any services under this Agreement, certificates of insurance and
additional insured endorsements or a copy of the policy evidencing same, necessary to
satisfy SGVCOG that Consultant has complied with the insurance provisions of this
Agreement. The certificates and endorsements are to be signed by a person authorized by
that insurer to bind coverage on its behalf. SGVCOG reserves the right to inspect complete,
certified copies of all required insurance policies, at any time.
Consultant shall include all subcontractors, if any, as insureds under its policies or furnish
separate certificates and endorsements from each subcontractor evidencing the same minimum
coverage requirements that Consultant must provide.
Any deductibles or self-insured retentions must be declared to and approved by SGVCOG,
such approval not to be unreasonably withheld.
All policies of insurance, except professional liability insurance, shall be issued by an
insurance company which is authorized to do business in the State of California or is otherwise
approved in writing by SGVCOG.
16. Termination of Agreement.
Notwithstanding anything to the contrary herein, SGVCOG may terminate this Agreement,
with or without cause, at any time by giving thirty (30) days’ written notice of termination to
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Consultant. In the event such notice is given, Consultant shall cease immediately all work in
progress, unless the notice provides otherwise, except those services necessary to effectuate the
termination. Upon termination of this Agreement, Consultant shall furnish to SGVCOG a final
invoice for work performed and expenses incurred by Consultant, as required by this Agreement.
SGVCOG shall not be liable for any claim of lost profits.
17. Default.
In the event either party defaults in its obligations hereunder, the non-defaulting party may
declare a default by written notice to the defaulting party. The notice shall specify the basis for
the default and the cure, which cure shall be implemented within thirty (30) days of the date of the
notice or such longer time as may be provided in the notice. If cure is not made within the time
provided in the notice, then this Agreement shall terminate and the non-defaulting party shall have
all remedies available under this Agreement and the law.
18. Notices.
All notices required or permitted to be given under this Agreement, except for notices
regarding default, breach, termination, or changes to insurance shall be delivered via email to the
individuals listed below. Notice of default, breach, termination, or changes to insurance shall be
delivered in writing and shall be personally delivered, or sent by facsimile or certified mail, postage
prepaid and return receipt requested, addressed as follows:
To SGVCOG: Marisa Creter, Executive Director
San Gabriel Valley Council of Governments
1333 S. Mayflower Avenue, Suite 360
Monrovia, CA 91016
mcreter@sgvcog.org
with a copy to: David DeBerry, SGVCOG General Counsel
Woodruff & Smart
555 Anton Blvd., Suite 1200
Costa Mesa, CA 92626
ddeberry@woodruff.law
To Consultant: Juan Navarro, Executive Director
Los Angeles Centers for Alcohol and Drug Abuse
12070 Telegraph Rd., Suite 207
Sante Fe Springs, CA 90670
Notice shall be deemed effective on the date emailed, personally delivered, or transmitted
by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United
States Postal Service.
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19. Binding Effect.
This Agreement shall be binding upon the heirs, executors, administrators, successors and
assigns of the parties.
20. Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
provision, nor a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by SGVCOG of any work or services by Consultant shall not constitute a waiver of
any of the provisions of this Agreement.
21. Law to Govern; Venue.
This Agreement shall be interpreted, construed and governed according to the laws of the
State of California. In the event of litigation between the parties, venue in state trial courts shall
lie exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court,
venue shall lie exclusively in the Central District of California, in Los Angeles.
22. Entire Agreement.
This Agreement, including the exhibits attached hereto, which are incorporated herein by
this reference, is the entire, complete, final and exclusive expression of the parties with respect to
the matters addressed therein and supersedes all other agreements or understandings, whether oral
or written, or entered into between Consultant and SGVCOG prior to the execution of this
Agreement. No statements, representations or other agreements, whether oral or written, made by
any party which are not embodied herein shall be valid and binding. No amendment to this
Agreement shall be valid and binding unless in writing duly executed by the parties or their
authorized representatives. Any attempt to waive the requirement for a written amendment shall
be void.
23. Section Headings.
The section headings contained in this Agreement are for convenience and identification
only and shall not be deemed to limit or define the contents to which they relate.
24. Severability.
If any term, condition or covenant of this Agreement is declared or determined by any
court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
this Agreement shall not be affected thereby and the Agreement shall be read and construed
without the invalid, void or unenforceable provision(s).
25. Time is of the Essence.
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Time is of the essence in the performance of this Agreement. Consultant shall do all
things necessary and incidental to the prosecution of Consultant’s work.
26. Delays.
Neither Party shall be liable for damages, including liquidated damages, if any, caused by
delay in performance or failure to perform due to causes beyond the control of such Party. Such
causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state
or local governments, court orders, fires, floods, epidemics, strikes, embargoes, and unusually
severe weather. Consultant’s sole remedy for delays outside its control shall be an extension of
time. Consultant must document any delay and request an extension of time in writing at that the
time of the delay to the satisfaction of SGVCOG.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed
the day and year first above written.
“CONSULTANT”
By______________________________________
Title: ____________________________________
Date: ____________________________________
By______________________________________
Title: ____________________________________
Date: ____________________________________
SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS
By______________________________________
MARISA CRETER
Executive Director
Date: ____________________________________
APPROVED AS TO FORM:
________________________________________
DAVID DeBERRY
General Counsel
03/27/2024
CEO
03/27/2024
CEO
03/28/2024
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EXHIBIT A: SCOPE OF WORK
Task 1.1 Project Management
The Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA) will host monthly meetings
with the project team once the site operation period begins to discuss onsite service provision,
client needs, site needs, community feedback, and other operational updates. L.A. CADA will also
be responsible for providing a monthly report in a format approved by the SGVCOG and the City
demonstrating aggregate enrollment and exit data and provision of/connection to services. The site
must comply with housing first best practices which are exemplified by LAHSA’s interim housing
requirements linked here.
L.A. CADA shall also establish a group message thread or other means of constant, daily, real-
time communication with the assigned staff from both the SGVCOG and City so that both parties
are aware of issues at the site such as upcoming vacancies, maintenance issues, incidents, and other
issues that require immediate feedback and/or action.
In addition to conferencing with SGVCOG and City staff, L.A. CADA will host monthly case
conferencing meetings with SPA 3 service providers to help establish a “whatever it takes”
approach to get the clients the resources they need to be permanently housed. The intent of these
meetings will be to create a “central command”-type framework that is focused on gathering the
agencies’ collective resources and relationships to permanently house clients.
L.A. CADA will make the site available for tours hosted by SGVCOG and City staff as requested
by either SGVCOG or City staff. Tours will take place on an as needed basis on weekdays between
9AM and 5PM with at least 48-hour notice provided.
Deliverables:
x Monthly meeting agendas and meeting notes (12);
x Monthly Reports (12);
x Monthly case conferencing meetings (12);
x Facilitate onsite tours (as needed)
Task 1.2 Plan Development & Staff Onboarding (TIME AND MATERIALS BASED)
L.A. CADA will hold a kick-off meeting the week of April 1st and will present the updated
Operations, Staffing, and Services Plan (Plan) during this meeting. The Plan will be considered
final after review and approval by SGVCOG and City staff. Work with the SGVCOG and City
staff to update the Operations, Staffing, and Services Plan (Plan) for the site, which is included as
Appendix D. The Plan will outline how the site will be operated - including referrals, intake and
exit procedures, and ongoing service provision - to ensure that all participants receive the resources
that they need to stabilize and move into permanent housing as quickly as practicable. The Plan
will operationalize how L.A. CADA will work with stakeholders to maximize participant and
program success by balancing on-site services with existing services available through CES, the
County of Los Angeles, and the City’s existing services contracts and resources, which are
described in more detail in the Project Description. The Plan will outline roles and responsibilities
for onsite staff, as well as how these staff will work with other off-site staff and services. Staff
must have sufficient training and experience to be able to provide trauma-informed care to clients
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living at the site. The Plan will also outline the approach to ensure that all needed services are
available for the site's participants, and for services not available at the site, where the services can
be found and how they would be accessed. For example, the Plan should maximize participant
connection to these existing services and strengthen coordination with participants’ existing case
managers and housing navigators. L.A. CADA should include specific partnership opportunities
with additional service providers and agencies in the region providing resources to individuals
experiencing homelessness. L.A. CADA should include any additional Plan components required
to ensure site safety, provision of services, and other components recommended by L.A. CADA.
Concurrent with the development of the plan, L.A. CADA should begin recruiting and onboarding
efforts to staff the site by the operations date. Staff must be fully onboarded prior to May 20, 2024.
Task 2 Site Operation
L.A. CADA will operate the site for one year, from May 20, 2024 to May 19, 2025, with two, one-
year options to extend the term if mutually agreed upon by contract holder and L.A. CADA. L.A.
CADA will operate the site in accordance with the approved Operations, Staffing, and Services
Plan.
L.A. CADA should maintain a 95% occupancy rate. L.A. CADA must ensure that any vacant units
are prepared to accommodate a new client within 2 days of vacancy occurrence. The City Staff
and L.A. CADA will identify the initial 25 residents prior to opening and will work with L.A.
CADA to access and manage a waitlist of clients to fill vacancies as they occur.
The City Staff will mostly work traditional business hours. However, clients may be referred on
evenings or weekends. L.A. CADA staff should be able to accommodate clients at these times and
may finalize the intake process the following morning or business day once appropriate staff are
present. At the time of intake, the L.A. CADA will confirm each client’s eligibility for the program.
If the client is not eligible, or is better suited for another existing program, the L.A. CADA will
inform the City Staff and recommend another resource that better fits the client’s needs. All staff
will work together to connect the client to that resource as quickly as practicable.
All staff assigned to ARC must have sufficient training and experience to provide trauma-
informed care at ARC.
Staffing:
Role FTE
Equivalent
Schedule Description
Program/Site
Manager
1 M-F 8-5 Responsible for oversight of program management
and supervision of program staff. Assign staff to
program tasks and assure their completion. Provide
guidance as needed. Ensure that staff adhere to all
funder requirements and established program policies
and procedures. Coordinate with the program team on
any necessary data collection and continuous quality
improvement activities. Establish relationships with
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community partners to ensure delivery of
comprehensive services.
Case Manager 1 M-F 10-
7
Case manager will provide support to residents
during daytime, business hours, and the second case
manager will provide evening support. The goal is to
ensure all clients participate in case management and
have a housing and income plan. The Case Manager
will conduct program intakes and exits, provide case
management as needed, coordinate with participants’
existing case managers and housing navigators, and
connect participants to supportive services as
needed. Develop a housing plan with each client. All
clients should be document ready within 60 days of
intake.
Housing
Navigator/
Resources
Specialist
1 T-S 10-7 Identify and pursue housing opportunities for clients
based on their housing plan. Identify barriers to
housing and address them. Help clients acquire
paperwork and documents needed for housing. Assist
clients in completing applications and attending
viewings. Help tenants obtain security deposit
assistance.
Custodian 1
Maintain site overall site cleanliness including tiny
home exteriors, restroom and laundry facilities
interiors and exteriors, and common areas. Provide
facility maintenance and notify the SGVCOG and
City of Azusa staff of any required repairs that require
outside vendors to complete.
Resident
Support/
Security
5 24/7 Provide coverage of the site during evening and
weekend hours. Support residents in using the
facilities (facilitate meals, showers, laundry) and
mediate immediate needs of participants. All staff
must be trained in crisis response, de-escalation, and
awareness of all emergency protocols.
Provide safety checks, walk rounds to ensure facility
and client safety; check clients in and out; respond to
clients’ needs and emergencies. Connect clients to
appropriate staff and/or emergency personnel during
crises.
Services:
x Case management- The Case Manager will meet with each client weekly and create a
housing and services plan for each client. The Plan should support clients in achieving
document ready status, identify income increasing opportunities, and provide additional
services as needed to help clients stabilize and work towards housing and health goals.
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x Housing Navigation- The Housing Navigator will meet with each client as needed to secure
housing and at least 2 times per month.
x 24/7 security- L.A. CADA will provide 24/7 security in accordance with the Operations
and Services Plan.
x Daily meal service- L.A. CADA will provide each client with three ready to eat meals daily
which are either prepared onsite or delivered to the site.
Program Policies and Procedures: Eligibility and Referrals, Program Intake, Program Exit
x Program Eligibility: This section of the Plan will identify eligible clients. Eligible clients
are expected to include persons experiencing homelessness (PEH), with a local preference
for those with a connection to Azusa that can manage their Activities of Daily Living (i.e.,
ability to transfer in and out of a bed, bathe, dress, and address hygiene needs
independently). L.A. CADA will perform participant intake.
x Referrals Process: This section of the Plan will outline the referrals process. At this time,
it is anticipated that participants will be referred by referring agencies - which are
anticipated to include Union Station Homeless Services (USHS), LAHSA, City of Azusa,
and other SPA 3 services providers based on field interactions with individuals
experiencing homelessness in Azusa - using a standardized referral form which will be
submitted to the assigned City Staff. The City will then present the referral form to L.A.
CADA, who will be responsible for assessing the reason for the client referral and
determining if the client meets ARC’s eligibility criteria.
x Program Intake: L.A. CADA will establish an intake process and procedures in the Plan
and ensure all clients are enrolled in HMIS. After a Referring Agency refers a client, they
will facilitate a warm hand off at the site. If for any reason during the intake the client has
needs that cannot be met at the site, L.A. CADA must provide an alternative solution and
help City Staff connect the client to other services.
x Housing and Services Plan: Following intake and assessment, L.A. CADA must work
with each participant and any Case Manager and/or Housing Navigator to develop a
Housing and Services Plan. The Plan should include existing services to which to connect
the participant. If the participant already has a Housing and Services Plan, L.A. CADA will
work with the participant and their existing housing navigator to update the plan as
necessary. L.A. CADA will work with the participant and other assigned case managers to
complete a monthly update to assess progress towards achieving the goals defined in the
Housing and Services Plan.
x Onsite Engagement and Activities: L.A. CADA should provide activities for residents
during weeknights and weekends to assist in community building and personal
development. Some examples of activities include 1.) education and training sessions such
as credit repair, 2.) health and wellness activities such as yoga, mediation, grooming, and
3.) recreational activities including crafting, game nights, movie nights, etc. These events
are key to creating a sense of community on site and to helping residents build relationships
with each other. L.A. CADA should utilize its internal programs, local programs, mobile
services, and volunteer groups to support the provision of onsite activities. L.A. CADA
may also provide transportation to public events hosted by City of Azusa Recreation and
Community Services. L.A. CADA will also collaborate with additional SGVCOG-funded
workforce development programs that will come on site to meet with clients.
x Transportation: L.A. CADA will be responsible for all participant transportation,
including facilitating/providing transportation to fulfill participant needs. L.A. CADA may
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use a company vehicle, provide transportation through rideshare, dial-a-ride, transit
vouchers, and/or other opportunities to ensure participants are able to attend meetings,
appointments, unit viewings, treatments, etc. L.A. CADA will have the role of tracking
transportation services provided and include updates in reporting data.
x Community Rules: L.A. CADA will develop policies and procedures for individual units
and communal areas to ensure safety of all participants. The community rules should
manage the use of onsite facilities including restrooms and laundry rooms, dog run, picnic
tables, and other outdoor spaces. The rules should establish smoking and non-smoking
areas, participant trash disposal, and guidelines for locker use and mail distribution.
x Program Exit: L.A. CADA will develop policies and procedures that adhere to best
practices for exiting participants from the site. These practices include striving to move
participants out of the Program and into permanent housing as quickly as possible, assisting
with reunification services or assisting the participant with self-resolving their housing
bridge, and otherwise assisting participants in fulfilling their Housing and Services Plan
(Plan). The policies and procedures should also establish expectations for lengths of stay
and when participants should otherwise be exited from the program (e.g. not utilizing a
unit; long term hospitalization; incarceration). Exiting a participant should be held for the
most extreme situations; client outbursts or client violations of the rules alone are not a
reason to exit someone from the program. While clients are expected to follow all site rules,
L.A. CADA should maintain flexibility and understanding to ensure their decision centers
helping the client. L.A. CADA should also have clear communication with participants
surrounding their program exit. L.A. CADA should also ensure that, when exits are deemed
necessary, clients are exited with support and referrals to any other available programs or
resources that fit their needs. Program exits should be seen as a last resort for clients. Exits
must be in accordance with the approved Plan.
x Safety Concerns: L.A. CADA will establish protocols when a participant is deemed a risk
to the safety of L.A. CADA’s staff or other participants. L.A. CADA must have a policy
about how to manage the return of participants who are exited due to concerns about the
safety of other participants or staff created by the exited participant. L.A. CADA must train
all relevant staff members on a de-escalation policy. The ultimate goal of L.A. CADA
should be to keep clients housed and to help fulfill client’s housing plans, while
maintaining a safe and healthy on site environment.
Site Management and Oversight
x L.A. CADA will perform the following tasks:
o Provision of three meals per client prepared onsite or delivered to the site daily
o 24/7 site staffing and procedures
Including 24/7 secured entry, security and locking of client lockers section,
etc.
L.A. CADA should be prepared to handle any walk-ups to the site and to
distribute any needed referral to services. Walk-ups should be referred to a
referring agency.
o Coordinate with the City to facilitate trash pick-up and regular cleaning of the site
and ensure the facility remains sanitary. Trash pick-up will be provided by the City.
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o Maintain site accessibility. The City will provide ADA accessible units and paths
of travel. L.A. CADA will maintain accessible paths of travel and provide
reasonable accommodation for the laundry room and other amenities as needed.
o Coordinate with volunteers and accept and distribute donations as appropriate.
o Ensure that the site is operated in a way that is consistent with its intended use and
ensure that the City maintains their warranties on the product. Should issues arise
that prevent L.A. CADA from operating the site consistent with expectations, L.A.
CADA is responsible for notifying the City within twenty-four (24) hours.
o Ensure that the facility remains sanitary, healthful, and otherwise safe for its
intended or actual use.
o Promptly and appropriately respond to the needs of participants, including referrals
to medical, mental health, and other relevant service providers.
o Promptly and appropriately respond to any maintenance needs. For non-
emergencies, L.A. CADA should contact the assigned city contact to resolve the
issues in a timely manner. For an emergency maintenance problem, L.A. CADA
should contact any needed entity (example: plumber, locksmith, etc.).
Communication with SGVCOG and City of Azusa
x L.A. CADA must keep City of Azusa (City) up-to-date with how many beds are available,
which includes doing the following:
o Providing consistent communication on vacancies, available units, anticipated
move-outs, etc.
o Remaining flexible and communicating on time to do warm hand-offs of new
clients.
o Communicating with City on expectations on when they should be called to the
site, when City will be on site doing check-ins with clients, and any other client-
related updates.
x L.A. CADA must keep the SGVCOG and City up-to-date on any major updates, changes,
incidents, etc.
o This includes consistent teamwork and communication to keep the site operating
well.
o For emergencies and urgent matters, L.A. CADA will contact the appropriate City
staff immediately via email and/or cell phone. If incidents occur onsite, City staff
will be notified and provided an incident report within 24 hours.
Case Management, Housing Navigation, and Connection to Existing Services
x Coordination with Existing Case Managers and Housing Navigators: L.A. CADA will
coordinate with participants’ existing Case Managers and Housing Navigators will occur
to facilitate linkage to services and referrals to permanent housing. The Plan will outline
how to efficiently coordinate with existing case managers and housing navigators.
x Site-Based Case Management and Housing Navigation: L.A. CADA will provide case
management services to assist participants in accessing permanent housing through
referrals to housing programs, such as Rapid Rehousing, Permanent Supportive Housing,
and affordable housing, or assisting the participant in self-resolving their housing bridge.
The Plan will outline how to efficiently provide case management and housing navigation
at the site and in collaboration with existing offsite resources. This includes both how
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clients will be connected to vouchers and how clients will be supporting in securing
housing where the vouchers can be used.
x Connection to Existing Services: In addition to housing support, case management should
include linkage to services, including but not limited to health care, behavioral or mental
health services, substance use treatment, employment services, and identifying
transportation to those services. L.A. CADA is expected to connect participants to existing
services in SPA 3 as needed.
Staffing Levels, Qualifications, and Schedule
x L.A. CADA, in accordance with the Plan, will provide full time case management and
housing navigation, 24/7 security monitor/resident aide staffing, facilitate clients’ needs
including showers, meals, and connection to additional services, and provision of 3 meals
per day for clients. L.A. CADA must notify the Contract Holder within 48 hours of any
staffing changes. L.A. CADA is required to fulfill staffing vacancies as soon as possible,
with immediate replacement being the preferred approach.
x L.A. CADA will staff the site with individuals who have sufficient training and experience
to be successful at a low-barrier shelter.
Support Securing Additional Funding and Resources
x L.A. CADA will maximize connections to programs for which participants are eligible, for
example Medicaid/Medi-Cal, Supplemental Security Income (SSI), and Social Security
Disability Insurance (SSDI). The Plan will also include coordination with the SGVCOG,
and City to engage community groups and members by pursuing donations to support the
site. This could include donations of food, clothing, funding, or other resources. L.A.
CADA will not be expected to lead this effort however will be asked to provide
recommendations, connections, and support the outreach efforts.
Deliverables: Onsite staffing in accordance with Plan; 24/7 security; 3 meals per day for 25
individuals.
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Exhibit B- Compensation
Task 1.2
Not to Exceed $24,000, billed on deliverable basis:
$1,500 for kick off meeting, $2,500 for final services
plan, $20,000 for program start up
Task 1.1 and Task 2
Invoiced monthly based on time and materials, not to
exceed $1,019,104.80
FTE Hours
Hourly
Rate Total
Staffing 10 $ 739,700.00
Program / Site Manager 1 2080.00 $ 42.00 $ 87,360.00
Housing Navigator / Resource Specialist 1 2080.00 $ 30.00 $ 62,400.00
Case Manager 1 2080.00 $ 30.00 $ 62,400.00
Resident Support Supervisor 1 2080.00 $ 32.50 $ 67,600.00
Custodian 1 2080.00 $ 25.00 $ 52,000.00
Resident Support 5 10400.00 $ 25.00 $ 260,000.00
Fringe Benefits (25%) $ 147,940.00
Other Direct Costs
Program Supplies $ 14,000.00
Office Supplies $ 8,750.00
Household Supplies $ 14,000.00
Client Food Costs $ 118,625.00
Lease Vehicle $ 9,200.00
Gasoline and small repair for vehicle $ 5,640.00
12% De minimis $ 109,189.80
TOTAL $ 1,019,104.80