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HomeMy WebLinkAboutContracts & Agreements_84-2019SAN BERNARDINO COUNTY May 24, 2019 303 E Vanderbilt Way, San Bernardino, CA 92415-0026 I Phone 909 386 8297 Fax 909 890 0868 www.SBCounty.gov CITY OF REDLANDS ATTN DIANA RAINS P O BOX 3005 REDLANDS, CA 92373 Community Development & Housing Agency Office of Homeless Services RE CONTRACT FOR HOMELESS EMERGENCY AID PROGRAM (HEAP) Dear DIANA RAINS Dena Fuentes Deputy Executive Officer Tom Hernandez Chief of Homeless Services Enclosed for your records is a fully -executed copy of the contract between the County of San Bernardino, Community Development and Housing Agency and CITY OF REDLANDS Please note the insurance requirements under the Indemnification and Insurance Requirement section of the contract including Additional Insured and Waiver of Subrogation Rights documentation requirements as follows "Within fifteen (15) days of the commencement of this Contract, the CONTRACTOR shall furnish a copy of the Declaration page for all applicable policies and will provide complete certified copies of the policies and endorsements immediately upon request " Please list the Certificate Holder as County of San Bernardino Community Development and Housing Agency Office of Homeless Services 303 East Vanderbilt Way, 1st Floor San Bernardino, CA 92415-0026 It is necessary for the County to have the required documents on file Please send all required documents as indicated in this contract with a copy of this letter to the address above Attn HEAP Please disregard this request if you have previously submitted the above insurance documentation We appreciate your services to the County If you have any questions, please contact me at (909) 386-8241 arol Hammen, Staff Analyst II Office of Homeless Services -HEAP Enclosures BOARD OF SUPERVISORS ROBERT A. LoviNcool) JANICE RUTHERFORD DAWN ROWE CURT HAGMIAN Jt ltilE GoNz.t i•.ti First District Second District 'third District Chairman, Fourth District Vice Chair, Fifth District Gary McBride Chief Executive Officer Rev 7 12-16 REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS OF SAN BERNARDINO COUNTY, CALIFORNIA AND RECORD OF ACTION May 21, 2019 FROM• DENA FUENTES, Deputy Executive Officer Community Development and Housing Agency SUBJECT. CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM RECOMMENDATION(S) 1 Approve contracts with the following entities for the provision of services under the State of California Homeless Emergency Aid Program in a combined amount not to exceed $1,889,025, for the period of May 21, 2019 through June 30, 2021 a Contract No 19-289 City of Colton, in the amount of $400,000 b Contract No 19-290 City of Montclair, in the amount of $234,000 c Contract No. 19-291 City of Redlands, in the amount of $600,000 d Contract No 19-292 City of Upland, in the amount of $127,825 e Contract No. 19-293 The Salvation Army, in the amount of $527,200 2 Approve a Contract No. 19-294 with Morongo Basin Aligning Resources Challenging Homelessness in the amount of $213,000 as a ten year forgivable loan for the acquisition and initial start up to purchase a duplex for the purposes of providing bridge housing for the target population as defined in the State of California Homeless Emergency Aid Program 3 Authorize the Deputy Executive Officer of the Community Development and Housing Agency and/or the Chief of Homeless Services, upon review by County Counsel, to make any necessary non -substantive changes, conforming modification and to execute all required loan documents and certificates associated with the Morongo Basin Aligning Resources Challenging Homelessness loan 4 Authorize the Deputy Executive Officer of the Community Development and Housing Agency and/or the Chief of Homeless Services to approve any subsequent non -substantive changes, such as, line item budget adjustments, changes in the work being performed, or name change of an organization, on behalf of the County, subject to County Counsel review 5 Direct the Deputy Executive Officer of the Community Development and Housing Agency and/or the Chief of Homeless Services to transmit all documents in relation to the contract changes to the Clerk of the Board of Supervisors within 30 days of execution (Presenter Dena Fuentes, Deputy Executive Officer, 387-4411) COUNTY AND CHIEF EXECUTIVE OFFICER GOALS AND OBJECTIVES Provide for the Safety, Health and Social Service Needs of County Residents cc CDH -Hernandez w/agree Contractor c/o CDH w/agree CDH- Fuentes HS- Thomas Purchasing -Gomez CAO- Gonzalez File - w/agree vh 5/21/19 ITEM 51 Page 1 of 9 of Supervisors LENDAR) DINO AYE ABSENT 4 5 LAURA H WE BY DATED. May 21, 201 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE 2 OF 9 Pursue County Goals and Objectives by Working with Other Agencies FINANCIAL IMPACT This item does not impact Discretionary General Funding (Net County Cost) The total amount of these contracts $2,102,025 will be funded by the State of California Homeless Emergency Aid Program (HEAP) block grant funding and does not require a match Adequate appropriation and revenue have been included in the Community Development and Housing Agency's (CDHA) 2018-19 budget and will be included in 2019-20 and 2020-21 recommended budgets BACKGROUND INFORMATION HEAP is a one-time $500 million block grant program authorized under Senate Bill 850 to provide direct assistance to cities and counties to address the homelessness crisis throughout California With HEAP funding, the recommended entities will be able to expand rental assistance and rapid rehousing programs, street outreach and housing navigation, family reunification programs, prevention and eviction prevention programs, emergency and transitional housing solutions, diversion programs, homeless youth programs, and other supportive services The recommended entities will provide services to an estimated 1,200 homeless individuals and families at imminent risk of homelessness throughout San Bernardino County The six entities are as follows • City of Colton, in the amount of $400,000 • City of Montclair, in the amount of $234,000 • City of Redlands, in the amount of $600,000 • City of Upland, in the amount of $127,825 • The Salvation Army, in the amount of $527,200 • Morongo Basin Aligning Resources Challenging Homelessness (ARCH), in the amount of $213 000 The San Bernardino County Continuum of Care (SBC CoC), the eligible applicant for HEAP funding, designated the CDHA, Office of Homeless Services (CDHA-OHS) as the Administrative Entity (AE) to act on behalf of the SBC CoC On December 18, 2018 (Item No 25), CDHA-OHS received Board of Supervisors (Board) approval to submit the grant application for HEAP funding On January 29, 2019 (Item No 13), the Board accepted the grant award (State Agreement No 18 -HEAP -00042) in the amount of $9,389,654 from the State of California Business, Consumer Services and Housing Agency (State) The State allocated $8,920,171 to programs and projects and $469,483 for administrative costs, which the County AE will retain to undertake the administration of the HEAP grant At the direction of the San Bernardino County Interagency Council on Homelessness (ICH), the following five categories of funding were recommended to HEAP recipients • Services ($6,364,831) to support homeless prevention and diversion programs, general homeless services, homeless outreach, reentry services, emergency shelter response 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21,2019 PAGE 3 OF 9 utility assistance, moving assistance, transportation services, document readiness, eviction services, and housing search and stability • Rental Assistance Subsidies ($1,296,580) to increase rental assistance programs for homeless individuals and families and those at -risk of homelessness, and temporary crisis and bridge housing security deposits, landlord incentives, and mitigation services • Capital Improvements ($213,000) to provide capital support for shelter acquisition • Homeless Youth Set -Aside ($1,045,760) to invest in services for homeless youth or youth at -risk of becoming homeless • Grant Administration ($469,483) HEAP funds will benefit San Bernardino County individuals and families who are homeless or at imminent risk of homelessness and will expand the SBC CoC's efforts to reduce homelessness countywide HEAP will provide one-time funding for 22 entities for 25 projects, which includes seven cities and unincorporated areas of the County On April 30, 2019 (Item No 88), the Board approved contracts with the following 15 entities to provide HEAP services Catholic Charities San Bernardino & Riverside Counties, City of Barstow, City of Rialto, Family Assistance Program, High Desert Homeless Services, Inc , Inland Valley Council of Churches, dba Inland Valley Hope Partners, Knowledge, Education for Your Success, Inc , Mental Health Systems, Inc , Mercy Housing Living Centers, Morongo Unified School District, St Mary Medical Center, Step Up on Second, Inc , The Chance Project, Victor Valley Family Resource Center, and Water of Life Community Church Also recommended for HEAP funding are the County's Transitional Assistance Department (TAD) in the amount of $200,000 and Morongo Basin ARCH in the amount of $213,000 The agreement with TAD will be done under a Memorandum of Understanding between TAD and CDHA-OHS The Morongo Basin ARCH is the one capital project selected by ICH The project includes the purchase of a duplex for the purpose of providing bridge housing for the HEAP target population It is anticipated that a majonty of the funds will be used for the capital acquisition with the remaining funds to be used to replace the appliances, purchase furniture, fund the utility deposits, and the purchase of initial houseware To protect the capital funds, it is recommended that the grant funds be structured as a real estate loan The loan is structured as a forgivable loan at zero percent interest for a ten year term No payments are due and the loan will be forgiven once Morongo Basin ARCH operates the facility and provides bridge housing for ten years If Morongo Basin ARCH sells the property prior to the ten year operating covenant, there is an equity share clause based on the amount of funds that were spent for property improvements The recommended contracts are being presented at this time as these entities requested additional time to review their contracts and/or obtain authorization from their boards or city councils CDHA-OHS approved these requests All HEAP grant funding must be expended by June 30, 2021 Any funds not expended by that date shall be returned to the State Due to the number of contracts involved and the time-limited period to expend the HEAP funds, CDHA-OHS is requesting delegation of authority to approve any subsequent non -substantive changes to the contracts This will allow CDHA-OHS to give 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE4OF9 immediate approval, subject to County Counsel review, to the contracted entities' requests for line item budget adjustments that do not affect the total contract amount or changes in the work being performed This will enable the entities to expend HEAP funding in an efficient and expedient manner CDHA-OHS is also requesting delegation of authority to approve administrative changes to the contracts, such as a name change of an organization, subject to County Counsel review PROCUREMENT On October 2, 2018, CDHA-OHS in conjunction with the Department of Behavioral Health (DBH), released a Request for Applications (RFA) to solicit interested and qualified applicants to provide immediate emergency assistance to people experiencing homelessness as part of the collaborative application for State HEAP funding, for the period of February 2019 through June 30, 2021 Notice of the RFA was sent to an email distribution list of over 680 entities that included ICH active members, the Homeless Provider Network active members, city managers for every city within San Bernardino County, and subscribed partnership providers A total of 50 entities attended the application workshop held on October 9, 2018 CDHA-OHS received a total of 43 applications that proposed 73 projects in response to the RFA DBH did an initial review of the applications and/or projects and 62 of the 73 proposed projects met the minimum qualifications The applications and/or projects that did not meet the minimum qualifications due to one or more of the following reasons did not conform to submission requirements, missing detailed budgets, missing HEAP applications and/or attachments A Grant Review Committee (GRC) was formed from ICH members to further evaluate the projects based on criteria referenced in the RFA, including, but not limited to how the proposed homeless project/activity is directly related to providing immediate emergency assistance to people experiencing homelessness or at imminent risk of homelessness, project focus, experience and capacity, budget detail, collaboration, project readiness to immediately perform and administer homeless efforts, and measurable outcomes The GRC held two public meetings on November 8, 2018 and November 9, 2018 All entities were notified of the public meetings held on November 8 2018 and November 9, 2018, and their attendance at each meeting was requested The GRC presented their scores for each project Each project was evaluated by the GRC using a HEAP scoring guideline and rubric that focused on the critena referenced in the RFA The overall scoring for each project, the projects that were not evaluated and the reason, and the GRC's recommendations for project funding was announced at the meetings It was also announced that all GRC's recommendations could be appealed at the ICH meeting Based on the GRC's recommendations, ICH held two public meetings on November 28, 2018 and December 12, 2018, to further evaluate each recommended project to determine final awards All entities were notified of the ICH meeting held on November 28, 2018, and their attendance was requested The notification indicated that applicants whose HEAP applications were rejected by the GRC could appeal the decision at the ICH meeting The following agencies presented their appeals and the ICH denied the appeals for San Bernardino Valley College, 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY21, 2019 PAGE 5 OF 9 Community Action Partnership of San Bernardino County, and Citadel Community Development Corporation and did not consider their projects Entities not recommended for funding were also given the opportunity to appeal the GRC's decision at the ICH meetings on November 28, 2018 and December 12, 2018 The City of Upland, the County Sheriff's Department, and the ADAP House of Hope presented their appeals The appeals were approved and their projects were considered for funding All other projects not recommended for funding or not recommended for full funding, the reasons included projects did not meet immediate need to help the homeless population, projects had other leveraging available, projects were within a city that did not declare a shelter crisis per HEAP regulations, and/or projects had high overhead, staffing or service costs The following is a list of all the entities that applied for funding and the entities that were recommended for award Entity/Location Proposed Region(s) to be served Total Proposed Amount Region(s) to be served Recommended Award Amount Recommended for Award Catholic Chanties San Bernardino & Riverside Counties San Bernardino, CA West Valley Central Valley, East Valley and High Desert $668,084 West Valley, Central Valley, East Valley, and High Desert $362,000 City of Barstow Barstow, CA High Desert $4,965,080 High Desert $376,580 City of Colton Colton, CA Central Valley $611,189 Central Valley $400,000 City of Montclair Montclair, CA West Valley $727,019 West Valley $234,000 City of Redlands Redlands, CA Central Valley $1,155 953 Central Valley $600,000 City of Rialto Rialto, CA Central Valley $1,248,804 Central Valley $600,759 City of Upland Upland, CA West Valley $939,625 West Valley $127,825 Family Assistance Program Victorviile, CA Countywide $771,128 Countywide $525,600 High Desert Homeless Services, Inc Victorville, CA High Desert $105,480 Countywide $150,343 Inland Valley Council of Churches, dba Inland West Valley $307,170 West Valley $307,170 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE 6 OF 9 Entity/Location Proposed Region(s) to be served Total Proposed Amount Region(s) to be served Recommended Award Amount Valley Hope Partners Pomona, CA Knowledge, Education for Your Success, Inc San Bernardino, CA Countywide $1,200,000 Countywide $320,000 Mental Health Systems, IncCentral y San Diego, CA West Valley, Valley, and East Valley $1'238'931 West Valley, Central Valley, and East Valley $520,160 Mercy House Living Centers Santa Ana, CA West Valley $737,128 West Valley $457,184 Morongo Basin ARCH Twentynine Palms, CA East Desert $398,400 East Desert $213,000 Morongo Unified School District Twentynine Palms, CA East Desert $260,000 East Desert $195,000 San Bernardino County San Bernardino, CA Countywide $10,759,259 Countywide $200,000 Step Up on Second, Inc Santa Monica, CA Countywide $2,326,505 Countywide $720,000 St Mary Medical Center Apple Valley, CA High Desert $250,368 High Desert $140,350 The Chance Project Redlands, CA Countywide $1,400,000 ywi Countywide $1,400,000 The Salvation Army Long Beach, CA Countywide $2,800,864 Countywide $527,200 Victor Valley Family Resource Center Hesperia, CA High Desert $757,600 Countywide $150,000 Water of Life Community Church Fontana, CA Central Valley $573,904 Central Valley $393,000 Subtotal $34,202,491 $8,920,171 Not Recommended for Award ADAP House of Hope Fontana, CA Central Valley $290,002 Avector Community Countywide $5,296,610 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE 7 OF 9 Entity/Location Proposed Region(s) to be served Total Proposed Amount Region(s) to be served Recommended Award Amount Inc Rancho Cucamonga, CA Cathedral Of Praise International Ministries San Bernardino, CA Countywide $951,160 Citadel Community Development Corporation San Bernardino, CA Central Valley, East Valley, and High Desert $2,633,728 Community Action Partnership of San Bernardino County San Bernardino, CA Countywide $975,000 Desert Manna Barstow, CA High Desert $775,928 Housing Authority of the County of San Bernardino San Bernardino, CA Countywide $200,000 Housing Partners One, Inc San Bernardino, CA Countywide $2,222,250 Inland Empire United Way Rancho Cucamonga, CA Countywide $242 009 Kids and Family Foundation Riverside, CA Central Valley and East Valley $1,056,000 Kingdom Culture Community Development Corporation San Bernardino, CA Central Valley $500,000 Legal Aid Society of San Bernardino San Bernardino, CA Countywide $300,000 New Generation for Jesus Christ Inc Compton, CA Central Valley $1,200,000 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE 8 OF 9 Entity/Location Proposed Region(s) to be served Total Proposed Amount Region(s) to be served Recommended Award Amount Permanent Supportive Housing Foundation Fontana, CA Countywide $1,238,760 Right Now Counseling, dba Clay Counseling Foundation San Bernardino, CA Central Valley $604,200 SAC Health System San Bernardino, CA Central Valley $278,978 San Bernardino Valley College San Bernardino, CA Central Valley $788,915 Social Science Services, Inc dba Cedar House Bloomington, CA Countywide $400,000 United States Veterans Initiative March ARB, CA Central Valley $3,031,446 San Bernardino County Fire Protection District San Bernardino, CA Countywide $530,454 San Bernardino County Sheriff's Department San Bernardino, CA Countywide $1,630,712 Subtotal $25,146,152 $0 Total $59,348,643 $8,920,171 The recommended contracts allow for the most collaborative and comprehensive provision of homeless services to the broadest number of homeless individuals across San Bernardino County in the most effective manner with HEAP funds CDHA-OHS will monitor contractor performance on a regular basis to ensure compliance with contract requirements REVIEW BY OTHERS This item has been reviewed by County Counsel (Carol A Greene, Supervising Deputy County Counsel, 387-5455 and Suzanne Bryant, Deputy County Counsel, 387-5455) on April 30, 2019, Human Services (CaSonya Thomas, Assistant Executive Officer, 387-4717) on April 30, 2019 Purchasing Department (Leo Gomez, Purchasing Manager, 387-2063) on May 1, 2019, Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on May 6, 2019, and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on May 8, 2019 5/21/19 #51 CONTRACTS FOR THE HOMELESS EMERGENCY AID PROGRAM MAY 21, 2019 PAGE 9 OF 9 5/21/19 #51 THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY SAN BERNARDINO COUNTY91-Ci Contract Number SAP Number Community Development and Housing Agency Department Contract Representative Telephone Number Contractor Contractor Representative Telephone Number Contract Term Original Contract Amount Amendment Amount Total Contract Amount Cost Center Tom Hernandez Chief of Homeless Services (909) 386-8297 City of Redlands Brenda Boon (909) 335-4751 May 21, 2019 — June 30, 2021 $600,000 00 $600,000 00 6210002500 THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter referred to as the COUNTY, and City of Redlands, hereinafter referred to as CONTRACTOR IT IS HEREBY AGREED AS FOLLOWS. WHEREAS, the COUNTY has been allocated funds by the State of California, Homeless Coordinating and Financing Council in the Business, Consumer and Housing Agency, hereinafter called State, under the Homeless Emergency Aid Program (HEAP) pursuant to Chapter 5 (commencing with Section 50210) of Part 1 of Division 30 of the Health and Safety Code, and all other relevant provisions established under SB 850 (Chapter 48, Statutes of 2018) to provide one-time flexible block grant funds to provide direct assistance to Continuums of Care (CoC) and large cities to address their immediate homelessness challenges, and, WHEREAS, the COUNTY Community Development and Housing Agency, Office of Homeless Services, hereinafter referred to as OHS, is the Administrative Entity authorized to act on behalf of the COUNTY to administer HEAP as designated by the San Bernardino County Continuum of Care (SBC CoC), the eligible recipient of HEAP grant funding, and WHEREAS, on October 2, 2018, the COUNTY released a Request for Application (RFA) seeking Applications from interested and qualified applicants to be included in the SBC CoC's collaborative application for HEAP funding and CONTRACTOR responded to the RFA and represents that it is qualified to participate in HEAP and has the required qualifications, experience and expertise to provide services and is willing to use State funds to serve individuals and families experiencing homelessness, and WHEREAS, the COUNTY desires that such services be provided by CONTRACTOR and CONTRACTOR agrees to perform these services as set forth below, NOW, THEREFORE, the COUNTY and CONTRACTOR mutually agree to the following terms and conditions Standard Contract Page 1 of 27 TABLE OF CONTENTS SECTION PAGE A DEFINITIONS 3 B CONTRACTOR RESPONSIBILITIES 5 C. GENERAL CONTRACT REQUIREMENTS 14 D TERM OF CONTRACT 23 E. COUNTY RESPONSIBILITIES 23 F FISCAL PROVISIONS 23 G INDEMNIFICATION AND INSURANCE REQUIREMENTS 24 H. RIGHT TO MONITOR AND AUDIT 25 I CORRECTION OF PERFORMANCE DEFICIENCIES 25 J NOTICES 26 K ENTIRE AGREEMENT 26 ATTACHMENTS EXHIBIT 1 — HEAP AWARD BY ACTIVITY EXHIBIT 2 — SCOPE OF WORK EXHIBIT 3 — HEAP REPORTING REQUIREMENTS EXHIBIT 4 — HMIS CLIENT DATA REPORT SAMPLE EXHIBIT 5 — HMIS DATA QUALITY REPORT CARD EXHIBIT 6 — CALIFORNIA WELFARE AND INSTITUTIONS CODE SECTION 8255 Page 2 of 27 A, DEFINITIONS A 1 Administrative Entity A unit of general purpose local government (city, county or a city that is also a county) or a nonprofit organization that has (1) previously administered federal Department of Housing and Urban Development (HUD) Continuum of Care (CoC) funds as the collaborative applicant pursuant to Section 578 3 of Title 24 of the Code of Federal Regulations, and (2) been designated by the CoC to administer program funds A 2 Bridge Housing Temporary housing resources offered while working with clients with Permanent Supportive Housing as the final goal Case managers, housing locators and employment specialists work with each family to access their unique needs and create a customized plan for achieving long-term stability and independence Once in permanent housing, families build on their success with aftercare support from program staff and a network of community partners A.3 Case Management The coordination of community-based services by a professional team to provide people the quality care that is customized accordingly to an individual's setbacks or persistent challenges and aid them to their recovery In addition, it can be defined as a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet the client's needs A.4 Community Development and Housing Agency (CDHA) The COUNTY agency responsible for the strategic investment and alignment of resources for affordable housing related functions via oversight of the Community Development and Housing Department (CDH), the Office of Homeless Services (OHS), and for purposes of reporting, the Housing Authority of the County of San Bernardino (HACSB) As such, CDH prepares a strategic plan which governs the use of federal housing and community development grant funds that it receives from the United States Department of Housing and Urban Development (HUD) The HUD grant funds that CDH administers are Community Development Block Grant Program, HOME Program, and Emergency Solutions Grant In addition, CDHA administers the Mental Health Services Act Housing Program for the chronically ill and "at risk" of homelessness whom are mentally ill, along with OHS, which includes the COUNTY's Continuum of Care and Homelessness Management Information System programs A 5 Continuum of Care (CoC) A program designed to promote community wide commitment to the goal of ending homelessness, providing funding for efforts to nonprofit providers, and State and local governments to rehouse homeless individuals and families while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness, promote access to and effect utilization of mainstream programs by homeless individuals and families, and optimize self-sufficiency among individuals and families experiencing homelessness A 6 Contractor Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the COUNTY A 7 Coordinated Entry System (CES) The CES is used to identify, assess and prioritize homeless individuals and families for housing and services based on vulnerability and severity of need Designed to ensure people experiencing homelessness receive the right housing intervention and prioritize people who need supportive housing the most to be able to access it as quickly as possible A 8 County of San Bernardino (COUNTY) A political subdivision of the State of California A 9 Emergency Aid Any urgent and immediate services, which include housing that, will be provided to homeless individuals Broad categories of uses include, but are not limited to, shelters, shelter beds, public toilets and shower facilities, tiny shed homes, etc A 10 Homeless The same meaning as defined in Section 578 3 of Title 24 of the Code of Federal Regulations, as that Section read on May 1, 2018 A 11 Homeless Emergency Aid Program (HEAP) A $500 million block grant program, authorized by Senate Bill 850, designed to provide direct assistance to localities to address the homelessness crisis throughout California Page 3 of 27 A 12 Homeless Management Information System (HMIS) A web -enabled database used by homeless service providers to capture information about the San Bernardino County persons they serve The database tracks services provided to homeless individuals and families by the collaborative agencies Services tracked include emergency, transitional, and permanent housing bed usage, employment, veteran's status, as well as referrals to health and human service providers, or other relevant supportive service agencies As required by the United States Department of Housing and Urban Development, the Continuum of Care utilizes the captured information to make informed decisions in planning, homeless advocacy, and policy development that result in targeted services A.13 Homeless Youth An unaccompanied homeless individual who is not older than 24 as defined in Section 578 3 of Title 24 of the Code of Federal Regulations Homeless individuals not older than 24 who are parents are included in this definition A 14 Housing First An evidence -based model that uses housing as a tool, rather than a reward, for recovery and that centers on providing or connecting homeless people to permanent housing as quickly as possible Housing First providers offer services as needed and requested on a voluntary basis and that do not make housing contingent on participation in services The Homeless Emergency Aid Program projects must be in compliance or otherwise align with the Core Components of Housing First, pursuant to Welfare and institution Code Section 8255(b) A 15 Housing Search and Placement Services to assist clients to locate, secure, and navigate the rental market Housing Search and Placement activities may include, but are not limited to unit identification, unit inspection, determining rent reasonableness, contracts, advocating for households, landlord/tenant mediation, and any other housing requirements A 16 Interagency Council on Homelessness (ICH) The primary decision-making group and oversight council for the San Bernardino County Continuum of Care (SBC CoC) comprised of elected officials, state and local representatives, community and faith -based organizations, and corporate advocates A 17 Instance of Service Each encounter with a member of the target population where services are provided for each of the eligible grant activities For example, one individual checks into a warming center operated by Provider X on Tuesday The same individual checks into the same warming center the next night This counts as two instances of service for this activity A 18 Office of Homeless Services (OHS) The Administrative Entity for the San Bernardino County Continuum of Care (SBC CoC) Homeless Emergency Aid Program A 19 Permanent Supportive Housing (PSH) Low -barrier permanent housing with services The type of services depends on the needs of the residents Services may be short-term, sporadic, or ongoing indefinitely PSH units are for individuals and families who are homeless or chronically homeless PSH is housing combined with services, which may include mental health and health services, drug and alcohol treatment, education and job training A 20 Program The Homeless Emergency Aid Program (HEAP) established pursuant to Chapter 5 of Part 1 of Division 31 of the Health and Safety Code Program and HEAP are used interchangeably throughout this document A 21 Rapid Re -Housing (RRH) An intervention designed to help individuals and families quickly exit homelessness and return to permanent housing Using the Housing First model, move families and individuals into permanent affordable housing as quickly as possible with minimal barriers, assist with move -in costs such as security and utility deposits and short -medium term declining rental subsidies, and provide intensive social services while families or individuals are in their home Supportive services are designed to enhance each family or individual's stability and equip them with skills and resources they need to sustain and thrive in housing and avoid future homelessness A 22 San Bernardino County Continuum of Care (SBC CoC) Provides leadership in creating a comprehensive countywide network of service delivery to homeless individuals and families and those at -risk of becoming homeless A 23 Shelter Crisis A situation in which a significant number of persons are without the ability to obtain shelter, resulting in a threat to their health and safety Page 4 of 27 A 24 State of California, Homeless Coordinating and Financing Council (State) Created pursuant to Section 8257 of the Welfare and Institutions Code to, among other things, identify mainstream resources, benefits, and services that can be accessed to prevent and end homelessness in California A.25 Subcontractor An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by CONTRACTOR who is performing services on behalf of CONTRACTOR under a separate contract with or on behalf of CONTRACTOR A 26 Target Population Any person who is homeless as defined for this grant (see A 10 above) A.27 United States Department of Housing and Urban Development (HUD) A Federal agency established in 1965, HUD's mission is to increase homeownership, support community development, and increase access to affordable housing free from discrimination B CONTRACTOR RESPONSIBILITIES The following shall be required by CONTRACTOR B 1 General Requirements B 1 1 CONTRACTOR shall be in compliance with all applicable federal, state, and local laws, required to perform this Contract CONTRACTOR shall be required to repay the COUNTY in the event of non-compliance with any applicable law if the COUNTY is required to repay any amount of funds to the State as a result of CONTRACTOR's non- compliance B 1 2 CONTRACTOR and its Subcontractors shall perform the work in accordance with federal, state and local housing and building codes, as applicable B 1 3 CONTRACTOR shall be responsible to accomplish the levels of performance as set forth in Exhibit 1 -- HEAP AWARD BY ACTIVITY and report such measures monthly to the COUNTY with each monthly expenditures report The COUNTY will review CONTRACTOR performance to assess expenditure and performance progress If CONTRACTOR is not meeting expenditure and performance measures, the COUNTY will work with CONTRACTOR to identify strategies and remediate performance issues B.1.4 If CONTRACTOR is located in a city that did not declare a Shelter Crisis, the following provisions shall apply a Services are the only eligible activity that can be provided, capital improvement and rental assistance or subsidies that include master leasing, holding units, motel vouchers, and other related types of rental assistance are not eligible b Services cannot be exclusive to residents of that city, services shall be provided to residents throughout all geographic areas encompassed by the SBC CoC B.1 5 CONTRACTOR's obligation to the COUNTY shall not end until all closeout requirements are completed Activities during closeout period shall include, but are not limited to making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent funds, and accounts receivable to the COUNTY), and determining the custodianship of records B 2 Scope of Work The project description for services to be provided by CONTRACTOR under this Contract are identified in Exhibit 2 - SCOPE OF WORK B 3 Administrative Requirements CONTRACTOR must adhere to the following B.3.1 Coordinated Entry System (CES) a The CES is a referral process that currently coordinates with the SBC CoC All those participating with CES will need to apply to participate with the Homeless Management Information System (HMIS) Page 5 of 27 b CONTRACTOR must work in collaboration with CES and SBC CoC to ensure the screening, assessment, and referral of HEAP participants are consistent with the eligible uses under HEAP c. CONTRACTOR agrees to receive referrals from CES prior to providing services with the exception of individuals receiving emergency assistance In such cases, immediate services can be provided, but individuals and/or families must be referred by CONTRACTOR to CES for assessment and prioritization within seventy-two (72) hours CONTRACTOR understands that individuals and/or families may not be referred to CONTRACTOR and may be referred to another service provider based upon the CES assessment B 3 2 Data Reporting a CONTRACTOR will submit to OHS detailed reports containing information listed in Exhibit 3 — HEAP REPORTING REQUIREMENTS b The first report will be due on December 1, 2019 An additional report will be due no later than December 1, 2020, with a final report due forty-five (45) days after the date of expiration of this Contract Frequency of reporting requirements are subject to change c CONTRACTOR shall submit additional reports as required by the State or COUNTY B 3 3 Equipment and Other Property All equipment, matenals, supplies or property of any kind (including vehicles, publications, copyrights, etc) purchased with HEAP funds received under the terms of this Contract which has a life expectancy of one (1) year or more shall be the property of the COUNTY and shall be subject to the provisions of this paragraph The disposition of equipment or property of any kind shall be determined by the COUNTY when the Contract is terminated Additional terms are as follows a. The purchase of any furniture or equipment which was not included in CONTRACTOR's approved budget, shall require the prior written approval of the COUNTY, and shall fulfill the provisions of this Contract which are appropriate and directly related to CONTRACTOR's services or activities under the terms of the Contract The COUNTY may refuse approval for any cost resulting from such items purchased, which are incurred by CONTRACTOR if prior written approval has not been obtained from the COUNTY b Before equipment purchases made by CONTRACTOR are approved by the COUNTY, CONTRACTOR must submit paid vendor receipts identifying the purchase price, description of the item, serial numbers, model number and location where equipment will be used during the term of this Contract c CONTRACTOR shall submit an inventory of equipment purchased under the terms of this Contract as part of the monthly expenditures report for the month in which the equipment is purchased CONTRACTOR must also maintain an inventory of equipment purchased that, at a minimum, includes the description of the property, serial number or other identification number, title holder, acquisition date, cost of the equipment, location, use and condition of the property, and ultimate disposition data A physical inventory of the property must be reconciled annually Equipment should be adequately maintained and a control system in place to prevent loss, damage, or theft Equipment with cost exceeding COUNTY's capitalization threshold of $5,000 must be depreciated d No costs incurred prior to the Contract commencement date shall be eligible for reimbursement with HEAP funds e Upon termination of this Contract, CONTRACTOR will provide a final inventory to the COUNTY and shall at that time query the COUNTY as to requirements, including the manner and method in returning equipment to the COUNTY Final Page 6 of 27 disposition of such equipment shall be in accordance with instructions from the COUNTY B.3 4 Financial Management a. Review, understanding, and certification that monthly expenditure reports submitted to the COUNTY meet eligible expenses under HEAP and State requirements The COUNTY shall have no obligation to advance or pay CONTRACTOR with any funds other than HEAP funds the COUNTY receives from the State b CONTRACTOR attests that by submitting a monthly expenditures report to OHS, it has completed all due diligence necessary and verified eligibility for HEAP funding CONTRACTOR shall be required to repay COUNTY for non -eligible expenditures that may inadvertently be processed by the COUNTY c. Budget Changes — CONTRACTOR agrees that no changes shall be made to CONTRACTOR's HEAP budget without first obtaining approval No more than the amounts specified in Exhibit 1 — HEAP AWARD BY ACTIVITY may be spent for the separate cost categories specified in the budget summary Any changes to this Contract must be requested by CONTRACTOR in writing through OHS Changes must be approved by the Interagency Council on Homelessness and the State d. Documentation of Costs and Other Financial Reporting CONTRACTOR will be required to maintain books, records, documents, and other evidence directly related to the performance of work in accordance with Generally Acceptable Accounting Procedures Costs shall be supported by properly executed payrolls, time records, invoices, receipts, vouchers or other official documentation, as evidence of the nature and propriety of the charges All accounting documents pertaining in whole or in part to this Contract shall be clearly identified and readily accessible, and upon reasonable notice, the COUNTY shall have the right to audit the records of the CONTRACTOR as they relate to the Contract and the activities and services described herein CONTRACTOR shall also 1) Maintain an effective system of internal fiscal control and accountability for all HEAP funds and property acquired or improved with HEAP funds, and make sure the same are used solely for authorized purposes 2) Keep a continuing record of all disbursements by date, payment method, amount, vendor, description of items purchased and line item from which the money was expended, as reflected in the CONTRACTOR's accounting records 3) Maintain payroll, financial, and expense reimbursement records for a minimum period of five (5) years after the termination of this Contract 4) Permit inspection and audit of its records with respect to all matters authorized by this Contract by representatives of the COUNTY at any time during normal business hours and as often as necessary 5) Inform the COUNTY concerning any funds allocated to CONTRACTOR, that the CONTRACTOR anticipates will not be expended during the term of this Contract 6) Repay the COUNTY any funds in its possession at the time of the termination of this Contract that may be due to the COUNTY, e g ineligible costs, unexpended funds, etc B 3 5 Funding Page 7 of 27 a This Contract is valid and enforceable only if sufficient funds are made available to COUNTY by legislative appropriation In addition, this Contract is subject to any additional restrictions, limitations or conditions, or statutes, regulations or any other laws, whether federal or those of the State, or of any agency, department, or any political subdivision of federal or the state governments, which may affect the provisions, terms or funding of this Contract in any manner b CONTRACTOR must establish and maintain effective internal controls over all funding awarded to CONTRACTOR by the COUNTY to provide reasonable assurance that CONTRACTOR complies with federal, state, and county statutes, regulations, and terms and conditions of the Contract c COUNTY may base funding for CONTRACTOR upon positive performance outcomes, which OHS will monitor throughout the year d CONTRACTOR must be able to demonstrate that HEAP funds were expended for eligible uses to benefit members of the Target Population e. Funds allocated pursuant to this Contract shall be used exclusively for costs included in CONTRACTOR's Program budget Contract funds shall not be used as security or to guarantee payments for any non -program obligations nor as loans for non -program activities f CONTRACTOR certifies and agrees that it will not use funds provided through this Contract to pay for entertainment, gifts, or fundraising activities Ineligible Costs — HEAP funds shall not be used for costs associated with activities in violation of any law or for any activities not consistent with the intent of HEAP and the eligible uses identified in California Health and Safety Code Section 50214 The COUNTY or the State reserves the right to request additional information and clarification to determine the reasonableness and eligibility of all costs to be paid with funds made available by this Contract If CONTRACTOR or its Subcontractors use HEAP funds to pay for ineligible activities, CONTRACTOR shall be required to reimburse these funds to the COUNTY within thirty (30) days of the request 1) An expenditure which is not authorized by this Contract, or which cannot be adequately documented, shall be disallowed and must be reimbursed to the COUNTY by CONTRACTOR 2) The State, at its sole and reasonable discretion, shall make the final determination regarding the allowability of expenditures of HEAP funds 3) Program funds shall not be used for overhead or planning activities, including HMIS or Homelessness Plans h CONTRACTOR must ensure that 1) No Tess than 50 percent (50%) of HEAP funds shall be expended by May 31, 2020, 2) One hundred percent (100%) of HEAP funds shall be expended by May 31, 2021 and 3) Any funds not expended by June 30, 2021 shall be returned to COUNTY "Expended" means all HEAP funds obligated under the Contract or subcontracts have been fully paid and receipted, and no invoices remain outstanding " Reports submitted by the CONTRACTOR will be utilized to ensure that CONTRACTOR is on track to expend 100 percent of HEAP funds by May 31, 2021 g. Page 8 of 27 i HEAP funds may not be obligated and expended prior to the effective date of this Contract "Obligate" means that CONTRACTOR has placed orders, entered into sub -contracts, received services, or entered into similar transactions that require payment from the Contract award All proceeds from any interest-bearing account established by the CONTRACTOR for the deposit of HEAP funds must be used for HEAP -eligible activities Documentation of all expenditures and accrued interest shall be reported on the forms provided by OHS (i e , HEAP Expenditure Report) k. Any housing -related activities funded with HEAP funds, including but not limited to, emergency shelter, rapid -rehousing, rental assistance, transitional housing and permanent supportive housing must be in compliance or otherwise aligned with the Core Components of Housing First, pursuant to Welfare and Institution Code Section 8255(b) J. I CONTRACTOR confirms that rental assistance will be issued directly to a property owner or an agent authorized to act on behalf of a property owner m Joint Funding — For all programs and services for which there are sources of funds in addition to COUNTY funds as provided under this Contract, CONTRACTOR shall provide proof of such funding Contractor must be able to account for the receipt, obligation and expenditure of funds The COUNTY shall NOT pay for any services provided by CONTRACTOR which are funded by other sources All restrictions and/or requirements provided in this Contract relative to accounting, budgeting, and reporting apply to the total program regardless of funding sources n The COUNTY reserves the right to reduce the Contract award when the COUNTY's fiscal monitoring Indicates that CONTRACTOR's rate of expenditure will result in unspent funds at the end of the Contract term or if it is determined that costs incurred are not in conformance with eligible costs as defined in Health and Safety Code Section 50214 Changes in the Contract award will be done after consultation with CONTRACTOR Such changes shall be incorporated into this Contract by written amendment(s) B 3 6 Fiscal Award Monitoring a The COUNTY has the right to monitor the Contract during the Contract period to ensure accuracy of expenditure reports and compliance with applicable laws and regulations b CONTRACTOR agrees to furnish duly authorized representatives from the COUNTY and the State access to all financial records necessary to review or audit Contract services and to evaluate the cost, quality, and appropriateness of services c If the State or the COUNTY determines that all, or any part of, the payments made by the COUNTY to CONTRACTOR pursuant hereto are not eligible expenses in accordance with this Contract said funds will be repaid by CONTRACTOR to the COUNTY In the event such payment is not made on demand, the COUNTY may withhold future disbursements to CONTRACTOR until such disallowances are paid by CONTRACTOR If disallowable expenses are not reimbursed within thirty (30) days of demand, the Contract will terminate without consultation at the COUNTY's sole and absolute discretion d. If there is a conflict between a State audit of this Contract and a COUNTY audit of this Contract, the State audit shall take precedence B 3 7 Closeout CONTRACTOR shall submit a closeout report including a narrative of the project outcomes, an inventory of all equipment and property acquired or improved by HEAP Page 9 of 27 funds, and a final financial report, upon termination or completion of the services specified in this Contract CONTRACTOR agrees to adhere to and comply with the closeout procedures detailed below, including, but not limited to the following a. Disposition of Program assets shall be determined by the COUNTY when the Contract rs terminated b. CONTRACTOR shall submit within forty-five (45) days after the date of expiration of this Contract, all financial, performance, and other reports required by this Contract, and in addition, will cooperate in a Program audit by the COUNTY c. Any unobligated/unexpended funds disbursed in advance to CONTRACTOR shall be returned to the COUNTY within thirty (30) days after the expiration of the Contract term, and d CONTRACTOR must account for any real and personal property acquired with HEAP funds e. Closeout will remain pending until all requirements are met and all outstanding issues with the CONTRACTOR have been resolved to the satisfaction of the COUNTY B 3.8 Homeless Management Information System The HMIS is a local database application used to collect client -level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness in the County CONTRACTOR must ensure that data on all persons served are entered into the County -wide HMIS HMIS is managed and operated by OHS HMIS technical and data standards are set forth in the Final 2017 HMIS Data Standards, on file with OHS a CONTRACTOR shall enter into a Memorandum of Understanding (MOU) with the HMIS Lead Agency where the CONTRACTOR agrees to share HMIS data with other HEAP funded agencies, unless prohibited by law b. CONTRACTOR is required to work with OHS staff to ensure the timely and accurate set-up of their HMIS program profile and to ensure the HMIS program profile is setup in a manner that accurately captures the data pertinent to CONTRACTOR's program CONTRACTOR's program profile must be setup prior to CONTRACTOR submitting their first HEAP Disbursement Request form c CONTRACTOR shall submit a copy of HMIS reports (see Exhibit 4 — HMIS CLIENT DATA REPORT SAMPLE) with the monthly expenditure reports In the case of Domestic Violence service providers or other agencies prohibited from entering data into HMIS, documentation from the HMIS lead agency certifying that the CONTRACTOR is using a comparable database shall be delivered to the COUNTY The contact information for the "HMIS Lead Agency" is Mike Bell, HMIS Lead County of San Bernardino Office of Homeless Services 303 East Vanderbilt Way San Bernardino CA 92415-0026 Michael Belldbh.sbcounty.gov Phone. 909-386-8286 d CONTRACTOR must ensure all required data elements, as listed below, are entered into the HMIS system for HEAP participants, in a timely manner, and is inputted no later than two (2) working days after program entry Services rendered to clients must be entered into HMIS no later than two (2) working days from date of service(s) All clients who exit the program must have an updated status in HMIS within two (2) working days from actual exit date Failure to meet Page 10 of 27 the above data inputting requirements will constitute a violation of the terms and conditions of this Contract CONTRACTOR will be notified by OHS, and if not rectified, the Contract may be terminated at the COUNTY'S sole and absolute discretion e. In addition to the timely entry of HMIS data, CONTRACTOR is required to enter accurate and complete data The COUNTY will ensure CONTRACTOR adheres to Data Quality Standards, as established by HUD, and data entry requirements, as set forth in the HMIS MOU and the OHS Policy Handbook The Data Quality Standards assess the data quality and completeness of the following Data Elements entered 1) Client Demographic Data a) Name b) Social Security Number c) Date of Birth d) Race e) Ethnicity f) Gender g) Veteran Status 2) Universal Data a) Disabling Condition b) Project Start Date c) Project Exit Date d) Destination e) Relationship to Head of Household f) Client Location g) Housing Move -in Date h) Living Situation 3) Common Program Specific Data Elements a) Income and Sources b) Non -Cash Benefits c) Health Insurance d) Disability Elements e) Physical Disability f) Developmental Disability g) Chronic Health Condition h) HIV/AIDS r) Mental Health Problem j) Substance Abuse k) Domestic Violence 1) Contact m) Date of Engagement n) Bed -Night Date Page 11 of 27 o) Housing Assessment Disposition 4) Data Timeliness a) Entry Timeliness b) Exit Timeliness f According to Data Quality Standards, CONTRACTOR is required to have a five - percent (5%) or less error rate to ensure data accuracy and less than a five-day lapse in timeliness for entry of data at time of client entry, services are rendered, and client exit Any performance benchmarks not meeting these standards will be flagged and captured on a CONTRACTOR HMIS Data Quality Report Card (Report Card) generated by the OHS (see Exhibit 5 - HMIS DATA QUALITY REPORT CARD) The Report Card will be generated and reviewed on a quarterly basis The Report Card will be provided to CONTRACTOR when available, and data deficiencies, if any, will be identified and discussed with CONTRACTOR to determine methods to remediate and/or improve data quality scores g If CONTRACTOR continues to not meet data entry and data quality benchmarks, as established by HUD and set forth in the HMIS MOU and the OHS Policy Handbook, COUNTY may terminate Contract as set forth in CORRECTION OF PERFORMANCE DEFICIENCIES Section h. CONTRACTOR agrees to provide the COUNTY and/or the State access to HMIS data collected and entered into HMIS, upon request, and to participate in any statewide data initiative as directed by the State including, but not limited to, a statewide data integration environment B 3 9 Housing First The methodology of providing services will follow the Housing First policy This is an approach that offers permanent, affordable housing quickly as possible for individuals and families experiencing homelessness, and then provides the supportive services and connections to the community-based supports people need to avoid returning to homelessness HEAP projects must align and comply with the core components of Housing First as defined in California Welfare and Institutions Code Section 8255(b) (see Exhibit 6) B 3 10 Program Participant Eligibility CONTRACTOR must ensure that a HEAP participants meet the Homeless definition as defined in Section 578 3 of Title 24 of the Code of Federal Regulations 1) An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning a) An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground b) An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by Federal, State and local government programs for low-income individuals), or c) An individual who is exiting an institution where he or she 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 Page 12 of 27 2) An individual or family who will imminently lose their primary nighttime residence, provided that a) The primary nighttime residence will be lost within 14 days of the date of application for homeless assistance, b) No subsequent residence has been identified, and c) The individual or family lacks the resources or support networks, e g , family, friends, faith -based or other social networks, needed to obtain other permanent housing, 3) Unaccompanied youth under 25 years of age or families with children and youth, who do not otherwise qualify as homeless under this definition, but who a) Are defined as homeless under Section 387 of the Runaway and Homeless Youth Act (42 U S C 5732a), Section 637 of the Head Start Act (42 U S C 9832), Section 41403 of the Violence Against Women Act of 1994 (42 U S C 14043e-2), Section 330(h) of the Public Health Service Act (42 U S C 254b(h)), Section 3 of the Food and Nutrition Act of 2008 (7 U S C 2012), Section 17(b) of the Child Nutrition Act of 1966 (42 U S C 1786(b)), or Section 725 of the McKinney-Vento Homeless Assistance Act (42 U S C 11434a), b) Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless assistance, c) Have experienced persistent instability as measured by two moves or more during the 60 -day period immediately preceding the date of applying for homeless assistance, and, d) Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance addiction, histories of domestic violence or childhood abuse (including neglect), the presence of a child or youth with a disability, or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment, or 4) Any individual or family who a) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life- threatening conditions that relate to violence against the individual or a family member, including a child that has either taken place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence, b) Has no other residence, and c) Lacks the resources or support networks, e g , family, friends, and faith -based or other social networks, to obtain other permanent housing b. HEAP participants are referred by CES to CONTRACTOR Page 13 of 27 c CONTRACTOR coordinates Program enrollment and services in collaboration with CES B 3 11 Job Training and Employment CONTRACTOR shall refer HEAP clients that are eligible for job training and employment services to the County of San Bernardino Workforce Development Department (WDD) Number of participants who have been referred to WDD program will be reported on a monthly basis by CONTRACTOR B 3 12 Staffing Requirements CONTRACTOR shall provide the necessary professional staff to meet the needs of the homeless population following the Housing First model (ex Case managers, Clinicians, medical staff, peer advocates, employment specialists, and eligibility specialists) CONTRACTOR must have the readiness capacity to immediately perform and administer homeless efforts through HEAP funding C GENERAL CONTRACT REQUIREMENTS C.1 Air, Water Pollution Control, Safety and Health CONTRACTOR shall comply with all air pollution control, water pollution, safety and health ordinances and statutes, which apply to the work performed pursuant to this Contract C 2 Attorney's Fees and Costs If any legal action is instituted to enforce any party's rights hereunder, each party shall bear its own costs and attorney fees, regardless of who is the prevailing party This paragraph shall not apply to those costs and attorney fees directly arising from a third -party legal action against a party hereto and payable under Indemnification and Insurance Requirements C 3 Background Checks for Contractor Personnel CONTRACTOR shall ensure that its personnel (a) are authorized to work in the jurisdiction in which they are assigned to perform Services, (d) do not use legal or illegal substances in any manner which will impact their ability to provide Services to the CONTRACTOR, and (c) are not otherwise disqualified from performing the Services under applicable law If requested by the COUNTY and not in violation of applicable law, CONTRACTOR shall conduct a background check, at CONTRACTOR s sole expense, on all its personnel providing Services If requested by the COUNTY, CONTRACTOR shall provide the results of the background check of each individual to the COUNTY Such background check shall be in the form generally used by CONTRACTOR in its initial hiring of employees or contracting for contractors or, as applicable, during the employment -screening process but must, at a minimum, have been performed within the preceding 12 -month period CONTRACTOR personnel who do not meet the COUNTY's hiring criteria, in COUNTY's sole discretion, shall not be assigned to work on COUNTY property or Services, and COUNTY shall have the right, at its sole option, to refuse access to any Contract personnel to any COUNTY facility C.4 Change of Address CONTRACTOR shall notify the COUNTY in writing, of any change in mailing address within ten (10) business days of the change C 5 Child Support Compliance Act For any Contract in excess of $100,000, CONTRACTOR acknowledges in accordance with Public Contract Code 7110, that C 5 1 CONTRACTOR recognizes the importance of child and family support obligations and shall fully comply with all applicable State and Federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part 5 of Division 9 of the Family code, and C 5 2 CONTRACTOR, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to Page 14 of 27 the New Hire Registry maintained by the California Employment Development Department C 6 Choice of Law This Contract shall be governed by and construed according to the laws of the State of California C 7 Compliance with County Policy In performing the Services and while at COUNTY facilities CONTRACTOR personnel (including subcontractors) shall (a) conduct themselves in a businesslike manner, (b) comply with the policies, procedures, and rules of the COUNTY regarding health and safety, and persona], professional and ethical conduct, (c) comply with the finance, accounting, banking, Internet, security, and/or other applicable standards, policies practices, processes, procedures, and controls of the COUNTY, and (d) abide by all laws applicable to the COUNTY facilities and the provision of the Services, and all amendments and modifications to each of the documents listed in subsections (b), (c), and (d) (collectively, "County Policies") County Policies, and additions or modifications thereto, may be communicated orally or in writing to CONTRACTOR or CONTRACTOR personnel or may be made available to CONTRACTOR or CONTRACTOR personnel by conspicuous posting at a COUNTY facility, electronic posting, or other means generally used by COUNTY to disseminate such information to its employees or contractors CONTRACTOR shall be responsible for the promulgation and distribution of County Policies to CONTRACTOR personnel to the extent necessary and appropriate The COUNTY shall have the right to require CONTRACTOR's employees, agents, representatives and subcontractors to exhibit identification credentials issued by the COUNTY in order to exercise any right of access under this Contract C 8 Compliance with State and Federal Laws, Rules, and Regulations CONTRACTOR agrees to comply with all State and Federal laws, rules and regulations that pertain to construction, health and safety, labor, fair employment practices, environmental protection, equal opportunity, fair housing, and all other matters applicable and/or related to the HEAP program, CONTRACTOR, its subcontractors, and all eligible activities C 9 Confidentiality CONTRACTOR shall protect from unauthorized use or disclosure names and other identifying information concerning persons receiving services pursuant to this Contract, except for statistical information not identifying any participant CONTRACTOR shall not use or disclose any identifying information for any other purpose other than carrying out the CONTRACTOR's obligations under this Contract, except as may be otherwise required by law This provision will remain in force even after the termination of the Contract C 10 Conflict of Interest CONTRACTOR shall make all reasonable efforts to ensure that no conflict of interest exists between its officers, employees, or subcontractors and the COUNTY CONTRACTOR shall make a reasonable effort to prevent employees, CONTRACTOR, or members of governing bodies from using their positions for purposes that are, or give the appearance of being motivated by a desire for private gain for themselves or others such as those with whom they have family business, or other ties Officers, employees, and agents of cities, counties, districts, and other local agencies are subject to applicable conflict of interest codes and State law In the event the COUNTY determines a conflict of interest situation exists, any increase in costs, associated with the conflict of interest situation, may be disallowed by the COUNTY and such conflict may constitute grounds for termination of the Contract This provision shall not be construed to prohibit employment of persons with whom CONTRACTOR's officers, employees, or agents have family, business, or other ties so long as the employment of such persons does not result in increased costs over those associated with the employment of any other equally qualified applicant C 11 Contract Amendments Page 15 of 27 CONTRACTOR agrees any alterations, variations, modifications, or waivers of the provisions of the Contract, shall be valid only when reduced to writing, executed and attached to the original Contract and approved by the person(s) authorized to do so on behalf of CONTRACTOR and COUNTY C.12 Contract Assignability Without the prior written consent of the COUNTY, the Contract is not assignable by CONTRACTOR either in whole or in part C 13 Contract Exclusivity This is not an exclusive Contract The COUNTY reserves the right to enter into a contract with other contractors for the same or similar services The COUNTY does not guarantee or represent that the CONTRACTOR will be permitted to perform any minimum amount of work, or receive compensation other than on a per order basis, under the terms of this Contract C.14 Copyright The COUNTY shall have a royalty-free, non-exclusive and irrevocable license to publish, disclose, copy, translate, and otherwise use, copyright or patent, now and hereafter, all reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials or properties developed under this Contract including those covered by copyright, and reserves the right to authorize others to use or reproduce such material All such materials developed under the terms of this Contract shall acknowledge the COUNTY of San Bernardino as the funding agency and CONTRACTOR as the creator of the publication No such materials or properties produced in whole or in part under this Contract shall be subject to private use, copyright or patent right by CONTRACTOR in the United States or in any other country without the express written consent of the COUNTY Copies of all educational and training materials, curricula, audio/visual aids, printer material, and periodicals, assembled pursuant to this Contract must be filed with the COUNTY prior to publication C 15 County Representative The Chief of Homeless Services, or his/her designee, shall represent the COUNTY in all matters pertaining to the services to be rendered under this Contract, including termination and assignment of this Contract, and shall be the final authority in all matters pertaining to the Services/Scope of Work by CONTRACTOR If this Contract was initially approved by the San Bernardino County Board of Supervisors, then the Board of Supervisors must approve all amendments to this Contract, except for budget reallocation and non-substantive changes, which may be approved by the Deputy Executive Officer of the Community Development and Housing Agency or the Chief of Homeless Services C 16 Damage to County Property CONTRACTOR shall repair, or cause to be repaired, at its own cost, all damages to COUNTY vehicles, facilities, buildings or grounds caused by the willful or negligent acts of CONTRACTOR or its employees or agents Such repairs shall be made immediately after CONTRACTOR becomes aware of such damage, but in no event later than thirty (30) days after the occurrence If the CONTRACTOR fails to make timely repairs, the COUNTY may make any necessary repairs The CONTRACTOR, as determined by the COUNTY, shall repay all costs incurred by the COUNTY for such repairs, by cash payment upon demand, or the COUNTY may deduct such costs from any amounts due to the CONTRACTOR from the COUNTY, as determined at the COUNTY's sole discretion C 17 Debarment and Suspension CONTRACTOR certifies that neither it nor its principals or subcontracts is presently disbarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency (See the following United States General Services Administration's System for Award Management website https./Iwww sam qov) CONTRACTOR further certifies that if it or any of its Subcontractors are Page 16 of 27 business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State C.18 Disclosure of Criminal and Civil Procedures The COUNTY reserves the right to request the information described herein from the CONTRACTOR Failure to provide the information may result in a termination of the Contract The COUNTY also reserves the right to obtain the requested information by way of a background check performed by an investigative firm The CONTRACTOR also may be requested to provide information to clarify initial responses Negative information discovered may result in Contract termination CONTRACTOR is required to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm s business, or whether the firm, or any of its partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud If the response is affirmative, the CONTRACTOR will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail In addition, the CONTRACTOR is required to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals "Legal proceedings" means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals If the response is affirmative, the CONTRACTOR will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail CONTRACTOR shall notify the COUNTY immediately of any claim or action undertaken by or against it, which affects or may affect this Contract or the COUNTY, and shall take such action with respect to the claim or action as is consistent with the terms of this Contract and the interests of the COUNTY For purposes of this provision "key employees" includes any individuals providing direct service to the COUNTY "Key employees" do not include clerical personnel providing service at the firm's offices or locations C.19 Drug -Free Workplace Certification Certification of Compliance By signing this Contract, CONTRACTOR and its subcontractors, hereby certify, under penalty of perjury under the laws of the State of California, compliance with the requirements of the Drug -Free Workplace Act of 1990 (Government Code 8350 et seq ) and have or will provide a drug-free workplace by taking the following actions C 19 1 Publish a statement notifying employees and subcontractors that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, contractors, or subcontractors for violations, as required by Government Code Section 8355(a)(1) C 19 2 Establish a Drug -Free Awareness Program, as required by Government Code Section 8355(a)(2) to inform employees, contractors, or subcontractors about all of the following a. The dangers of drug abuse in the workforce, b CONTRACTOR's policy of maintaining a drug-free workplace, c Any available counseling, rehabilitation, and employee assistance programs, and, Page 17 of 27 d Penalties that may be imposed upon employees, contractors, and subcontractors for drug abuse violations C 19.3 Provide as required by Government Code Section 8355(a)(3), that every employee and/or subcontractor who works under this Agreement a Will receive a copy of CONTRACTOR's drug-free policy statement, and b Will agree to abide by the terms of CONTRACTOR's condition of employment or subcontract C 20 Drug and Alcohol Free Workplace In recognition of individual rights to work in a safe, healthful and productive work place, as a material condition of this Contract, CONTRACTOR agrees that CONTRACTOR and CONTRACTOR's employees, while performing service for the COUNTY, on COUNTY property or while using COUNTY equipment C 20 1 Shall not be in any way impaired because of being under the influence of alcohol or an illegal or controlled substance C 20 2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of an illegal or controlled substance C 20 3 Shall not sell, offer, or provide alcohol or an illegal or controlled substance to another person, except where CONTRACTOR or CONTRACTOR's employee who, as part of the performance of normal job duties and responsibilities, prescribes or administers medically prescribed drugs CONTRACTOR shall inform all employees that are performing service for the COUNTY on COUNTY property, or using COUNTY equipment, of the COUNTY's objective of a safe, healthful and productive work place and the prohibition of drug or alcohol use or impairment from same while performing such service for the COUNTY The COUNTY may terminate for default or breach of this Contract and any other Contract the CONTRACTOR has with the COUNTY, if the CONTRACTOR or CONTRACTOR's employees are determined by the COUNTY not to be in compliance with above C 21 Duration of Terms This Contract, and all of its terms and conditions, shall be binding upon and shall inure to the benefit of the heirs, executors, administrators, successors, and assigns of the respective parties, provided no such assignment is in violation of the provisions of this Contract C 22 Employment Discrimination During the term of the Contract, CONTRACTOR shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status sex, gender, gender identity, gender expression, sexual orientation, age, or military and veteran status CONTRACTOR shall comply with Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, 13672, Title VI and Title VII of the Civil Rights Act of 1964, the California Fair Employment and Housing Act and other applicable federal, state and county laws and regulations and policies relating to equal employment and contracting opportunities, including laws and regulations hereafter enacted During the term of this Contract, CONTRACTOR and its subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, gender identify, gender expression, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV and AIDS), mental disability, medical condition (cancer/genetic characteristics), age (over 40), genetic information, marital status, military and veteran status and denial of medical and family care leave or pregnancy disability leave CONTRACTOR and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment CONTRACTOR or Page 18 of 27 subcontractors shall comply with the provisions of the Fair Employment and Housing Act (California Code of Regulations, Title 2, Section 7285 et sect) The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990 (a- t), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part of hereof as if set forth in full CONTRACTOR and its Subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement C 23 Former County Administrative Officials CONTRACTOR agrees to provide, or has already provided information on former County of San Bernardino administrative officials (as defined below) who are employed by or represent CONTRACTOR The information provided includes a list of former COUNTY administrative officials who terminated COUNTY employment within the last five years and who are now officers, principals, partners, associates or members of the business The information also includes the employment with or representation of CONTRACTOR For purposes of this provision, "COUNTY administrative official" is defined as a member of the Board of Supervisors or such officer's staff, County Executive Officer or member of such officer's staff, COUNTY department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit C.24 Improper Consideration CONTRACTOR shall not offer (either directly or through an intermediary) any improper consideration such as, but not limited to cash, discounts, service, the provision of travel or entertainment, or any items of value to any officer, employee or agent of the COUNTY in an attempt to secure favorable treatment regarding this Contract The COUNTY, by written notice, may immediately terminate this Contract if it determines that any improper consideration as described in the preceding paragraph was offered to any officer, employee or agent of the COUNTY with respect to the proposal and award process This prohibition shall apply to any amendment, extension or evaluation process once a contract has been awarded CONTRACTOR shall immediately report any attempt by a COUNTY officer, employee or agent to solicit (either directly or through an intermediary) improper consideration from CONTRACTOR The report shall be made to the supervisor or manager charged with supervision of the employee or the County Administrative Office In the event of a termination under this provision, the COUNTY is entitled to pursue any available legal remedies C 25 Improper Influence CONTRACTOR shall make all reasonable efforts to ensure that no COUNTY officer or employee, whose position in the COUNTY enables him/her to influence any award of the Contract or any competing offer, shall have any direct or indirect financial interest resulting from the award of the Contract or shall have any relationship to the CONTRACTOR or officer or employee of the CONTRACTOR C 26 Informal Dispute Resolution In the event the COUNTY determines that service is unsatisfactory, or in the event of any other dispute, claim, question or disagreement arising from or relating to this Contract or breach thereof, the parties hereto shall use their best efforts to settle the dispute, claim, question or disagreement To this effect they shall consult and negotiate with each other in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties C 27 Inspections C 27 1 The COUNTY and the State reserve the right to inspect any work performed hereunder to ensure that the work is being and has been performed in accordance with the applicable Federal, State and/or local requirements, and this Contract Page 19 of 27 C 27 2 CONTRACTOR agrees to correct all work that is determined based on such inspections not to conform to the applicable requirements, and the COUNTY reserves the right to withhold payments to CONTRACTOR until it is corrected C.28 Iran Contracting Act IRAN CONTRACTING ACT OF 2010, Public Contract Code Sections 2200 et seq (Applicable for all contracts of one million dollars ($1,000,000) or more) In accordance with Public Contract Code Section 2204(a), the CONTRACTOR certifies that at the time the Contract is signed, the CONTRACTOR signing the Contract is not identified on a list created pursuant to subdivision (b) of Public Contract Code Section 2203 as a person (as defined in Public Contract Code Section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code Section 2202 5, or as a person described in subdivision (b) of Public Contract Code Section 2202 5, as applicable Contractors are cautioned that making a false certification may subject the CONTRACTOR to civil penalties, termination of existing Contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code Section 2205 C 29 Legality and Severability The parties' actions under the Contract shall comply with all applicable laws, rules, regulations, court orders and governmental agency orders The provisions of this Contract are specifically made severable if a provision of the Contract is terminated or held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall remain in full effect C 30 Licenses, Permits and/or Certifications CONTRACTOR shall ensure that it has all necessary licenses, permits and/or certifications required by the laws of federal, state, county, and municipal laws, ordinances, rules and regulations The CONTRACTOR shall maintain these licenses, permits and/or certifications in effect for the duration of this Contract CONTRACTOR will notify the COUNTY immediately of loss or suspension of any such licenses, permits and/or certifications Failure to maintain a required license, permit and/or certification may result in immediate termination of this Contract CONTRACTOR shall be responsible for obtaining any and all permits, licenses, and approvals required for performing any activities under this Contract, including those necessary to perform design, construction, or operation and maintenance of the activities CONTRACTOR shall be responsible for observing and complying with any applicable federal, state, county, and local laws, rules or regulations affecting any such work, specifically those including, but not limited to, environmental protection, procurement, and safety laws, rules, regulations, and ordinances CONTRACTOR shall provide copies of permits and approvals to the COUNTY and/or State upon request C 31 Material Misstatement/Misrepresentation If during the course of the administration of this Contract, the COUNTY determines that CONTRACTOR has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the COUNTY, this Contract may be immediately terminated If this Contract is terminated according to this provision, the COUNTY is entitled to pursue any available legal remedies C.32 Mutual Covenants The parties to this Contract mutually covenant to perform all of their obligations hereunder, to exercise all discretion and rights granted hereunder, and to give all consents in a reasonable manner consistent with the standards of 'good faith" and "fair dealing" C 33 Nondisclosure CONTRACTOR shall hold as confidential and use reasonable care to prevent unauthonzed access by, storage, disclosure, publication, dissemination to and/or use by third parties of, confidential information that is either (1) provided by the COUNTY to CONTRACTOR or an agent of CONTRACTOR or otherwise made available to CONTRACTOR or CONTRACTOR s agent in connection with this Contract, or, (2) acquired, obtained, or learned by CONTRACTOR or an agent Page 20 of 27 of CONTRACTOR in the performance of this Contract For purposes of this provision, confidential information means any data, files, software, information or materials in oral, electronic, tangible or intangible form and however stored compiled or memorialize and includes, but is not limited to, technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data and technology data C 34 Notice of Delays Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, that party shall, within twenty-four (24) hours, give notice thereof, including all relevant information with respect thereto, to the other party C.35 Ownership of Documents All documents, data, products graphics, computer programs and reports prepared by CONTRACTOR pursuant to the Contract shall be considered property of the COUNTY upon payment for services (and products, if applicable) All such items shall be delivered to COUNTY at the completion of work under the Contract Unless otherwise directed by COUNTY, CONTRACTOR may retain copies of such items C 36 Primary Point of Contact CONTRACTOR will designate an individual to serve as the primary point of contact for the Contract CONTRACTOR or designee must respond to COUNTY inquiries within two (2) business days CONTRACTOR shall not change the primary contact without written acknowledgement to the COUNTY CONTRACTOR will also designate a back-up point of contact in the event the primary contact is not available C.37 Recitals The recitals set forth above are true and correct and incorporated herein by this reference C 38 Records and Retention CONTRACTOR shall maintain all records and books pertaining to the delivery of services under this Contract and demonstrate accountability for Contract performance All records shall be complete and current and comply with all Contract requirements Failure to maintain acceptable records shall be considered grounds for withholding of payments for invoices submitted and/or termination of the Contract All records relating to the CONTRACTOR's personnel, consultants, subcontractors, Services/Scope of Work and expenses pertaining to this Contract shall be kept in a generally acceptable accounting format Records should include primary source documents Fiscal records shall be kept in accordance with Generally Accepted Accounting Principles and must account for all funds, tangible assets, revenue and expenditures Fiscal records must comply with the appropriate Office of Management and Budget (OMB) Circulars, which state the administrative requirements, cost principles and other standards for accountancy CONTRACTOR shall retain all records described above for a minimum period of five (5) years after the termination of this Contract If any litigation, claim, negotiation, audit, monitoring, inspection or other action has been commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which arise from it C.39 Relationship of the Parties Nothing contained in this Contract shall be construed as creating a joint venture, partnership, or employment arrangement between the Parties hereto, nor shall either Party have the right, power or authority to create an obligation or duty, expressed or implied, on behalf of the other Party hereto C 40 Release of Information No news releases, advertisements, public announcements or photographs arising out of the Contract or CONTRACTOR's relationship with the COUNTY may be made or used without prior written approval of the COUNTY Page 21 of 27 C 41 Representation of the County In the performance of this Contract, CONTRACTOR its agents and employees, shall act in an independent capacity and not as officers, employees, or agents of the County of San Bernardino C 42 Strict Performance Failure by a party to insist upon the strict performance of any of the provisions of this Contract by the other party, or the failure by a party to exercise its rights upon the default of the other party, shall not constitute a waiver of such party's right to insist and demand strict compliance by the other party with the terms of this Contract thereafter C.43 Subcontracting CONTRACTOR shall obtain COUNTY's written consent, which COUNTY may withhold in its sole discretion, before entering into Contracts with or otherwise engaging any subcontractors who may supply any part of the Services to COUNTY At COUNTY'S request, CONTRACTOR shall provide information regarding the subcontractor's qualifications and a listing of a subcontractor's key personnel including, if requested by the COUNTY, resumes of proposed subcontractor personnel CONTRACTOR shall remain directly responsible to COUNTY for its subcontractors and shall indemnify COUNTY for the actions or omissions of its subcontractors under the terms and conditions specified in INDEMNIFICATION AND INSURANCE REQUIREMENTS Section All approved subcontractors shall be subject to the provisions of this Contract applicable to CONTRACTOR Personnel C 43.1 For any Subcontractor, CONTRACTOR shall a Be responsible for subcontractor compliance with the Contract and the subcontract terms and conditions, and b Ensure that the Subcontractor follows the COUNTY's reporting formats and procedures as specified by the COUNTY, and c. Include in the subcontractor's subcontract substantially similar terms as are provided in CONTRACTOR RESPONSIBILITIES and GENERAL CONTRACT REQUIREMENTS Sections C 43 2 The COUNTY will not reimburse subcontractor directly for any services rendered C 43 3 Upon expiration or termination of this Contract for any reason, the COUNTY will have the right to enter into direct contracts with any of the Subcontractors CONTRACTOR agrees that its arrangements with subcontractors will not prohibit or restrict such subcontractors from entering into direct contracts with the COUNTY C 44 Subpoena In the event that a subpoena or other legal process commenced by a third party in any way concerning the Goods or Services provided under this Contract is served upon CONTRACTOR or COUNTY, such party agrees to notify the other party in the most expeditious fashion possible following receipt of such subpoena or other legal process CONTRACTOR and COUNTY further agree to cooperate with the other party in any lawful effort by such other party to contest the legal validity of such subpoena or other legal process commenced by a third party as may be reasonably required and at the expense of the party to whom the legal process is directed, except as otherwise provided herein in connection with defense obligations by CONTRACTOR for COUNTY C 45 Termination for Convenience The COUNTY and the CONTRACTOR each reserve the right to terminate the Contract, for any reason, with a thirty (30) day written notice of termination Such termination may include all or part of the services described herein Upon such termination, payment will be made to the CONTRACTOR for services rendered and expenses reasonably incurred prior to the effective date of termination Upon receipt of termination notice CONTRACTOR shall promptly discontinue services unless the notice directs otherwise CONTRACTOR shall deliver promptly to the COUNTY and transfer title (if necessary) all completed work, and work in progress, Page 22 of 27 including drafts, documents plans, forms, data, products, graphics, computer programs and reports Upon termination of this Contract, unless otherwise approved in writing by the COUNTY, any unexpended funds received by CONTRACTOR shall be returned to the COUNTY within thirty (30) days of the Notice of Termination C 46 Time of the Essence Time is of the essence in performance of this Contract and of each of its provisions C.47 Venue The parties acknowledge and agree that this Contract was entered into and intended to be performed in San Bernardino County, California The parties agree that the venue of any action or claim brought by any party to this Contract will be the Superior Court of California, County of San Bernardino, San Bernardino District Each party hereby waives any law or rule of the court, which would allow them to request or demand a change of venue If any action or claim concerning this Contract is brought by any third party and filed in another venue, the parties hereto agree to use their best efforts to obtain a change of venue to the Superior Court of California, County of San Bernardino, San Bernardino District D TERM OF CONTRACT This Contract is effective as of May 21, 2019 and expires June 30, 2021, but may be terminated earlier in accordance with provisions of this Contract E COUNTY RESPONSIBILITIES E 1 OHS shall provide technical assistance to CONTRACTOR E.2 OHS shall participate in evaluating the progress of the overall program E 3 OHS shall monitor CONTRACTOR on a regular basis in regard to compliance with Contractual requirements F FISCAL PROVISIONS F 1 The maximum amount of payment under this Contract shall not exceed the total award/allocation amount referenced in Exhibit 1 -- HEAP AWARD BY ACTIVITY The consideration to be paid to CONTRACTOR, as provided herein, shall be in full payment for all CONTRACTOR's services and expenses incurred in the performance hereof, including travel and per diem F 2 Quarterly disbursements will be made to CONTRACTOR based upon satisfactory performance under the terms of the Contract F.3 CONTRACTOR shall submit expenditure reports on forms provided by OHS monthly in arrears for HEAP services performed under this Contract All monthly expenditure reports submitted shall clearly reflect all required information specified regarding the services provided for which the claims are made Expenditure reports shall be completed and forwarded to OHS within thirty (30) days after the close of the month in which services were rendered F 4 OHS will review supporting documentation and confirm satisfactory performance prior to processing quarterly disbursements OHS may request additional supporting documentation and disallow portions of an expenditure report pending satisfactory documentation as determined by OHS CONTRACTOR attests that by submitting an expenditure report to the COUNTY it has completed all due diligence necessary and verified eligibility of HEAP funding F 5 Should CONTRACTOR fail to meet performance requirements, including, but not limited to, failure to submit timely reports as contractually required, failure to correct issues, inappropriate expenditure reporting, timely and accurate HMIS data entry, and meeting performance outcomes expectations, the COUNTY may discontinue quarterly disbursements to CONTRACTOR and change to a cost reimbursement methodology Page 23 of 27 If CONTRACTOR continues to fail to meet performance requirements, the COUNTY may, at its sole and absolute discretion, invoke Section I2 CORRECTION OF PERFORMANCE DEFICIENCIES of the Contract F 6 CONTRACTOR shall accept all payments from the COUNTY via electronic funds transfer (EFT) directly deposited into the CONTRACTOR's designated checking or other bank account CONTRACTOR shall promptly comply with directions and accurately complete forms provided by the COUNTY required to process EFT payments F 7 COUNTY is exempt from Federal excise taxes and no payment shall be made for any personal property taxes levied on CONTRACTOR or on any taxes levied on employee wages The COUNTY shall only pay for any State or local sales or use taxes on the services rendered or equipment and/or parts supplied to the COUNTY pursuant to the Contract F.8 Funds made available under this Contract shall not supplant any Federal, State or any governmental funds intended for services of the same nature as this Contract CONTRACTOR shall not claim reimbursement or payment from COUNTY for, or apply sums received from COUNTY with respect to that portion of its obligations that have been paid by another source of revenue CONTRACTOR agrees that it will not use funds received pursuant to this Contract, either directly or indirectly, as a contribution or compensation for purposes of obtaining funds from another revenue source without prior written approval of the COUNTY F 9 CONTRACTOR shall adhere to the COUNTY's Travel Management Policy (8-02 and 08-02SP1) when travel is pursuant to this Contract and for which reimbursement is sought from the COUNTY In addition, CONTRACTOR is encouraged to utilize local transportation services, including but not limited to, the Ontario International Airport G INDEMNIFICATION AND INSURANCE REQUIREMENTS G 1 Indemnification The CONTRACTOR agrees to defend, indemnify and hold harmless the County of San Bernardino, its officers, employees, agents and volunteers from any and all claims, losses, actions, damages and/or liability ansing out of this contract from any cause whatsoever, including any costs or expenses incurred by CONTRACTOR, except as prohibited by law The County of San Bernardino agrees to defend, indemnify and hold harmless the CONTRACTOR, its officers, employees, agents and volunteers from any and all claims, losses, actions, damages and/or liability arising out of this contract from any cause whatsoever, including any costs or expenses incurred by CONTRACTOR, except as prohibited by law In the event that the COUNTY and/or CONTRACTOR are determined to be comparatively at fault for any claim, action, loss or damage which results from their respective obligations under this agreement, the COUNTY and/or CONTRACTOR shall indemnify the other to the extent of its comparative fault G 2 Insurance COUNTY and CONTRACTOR are authorized self-insured public entities for purposes of Professional Liability, General Liability, Automobile Liability and Workers' Compensation and warrant that through their respective programs of self-insurance, they have adequate coverage or resources to protect against liabilities arising out of the performance of the terms, conditions or obligations of this agreement G.3 Waiver of Subrogation Rights The CONTRACTOR shall require the carriers of required coverages to waive all rights of subrogation against the COUNTY, its officers, employees, agents, volunteers, contractors and subcontractors All general or auto liability insurance coverage provided shall not prohibit the CONTRACTOR and CONTRACTOR's employees or agents from waiving the right of subrogation prior to a loss or claim The CONTRACTOR hereby waives all rights of subrogation against the COUNTY The COUNTY shall require the carriers of required coverages to waive all rights of subrogation against the CONTRACTOR, its officers, employees, agents, volunteers, contractors and Page 24 of 27 subcontractors All general or auto liability insurance coverage provided shall not prohibit the CONTRACTOR and CONTRACTOR's employees or agents from waiving the right of subrogation prior to loss or claim The COUNTY hereby waives all rights of subrogation against the CONTRACTOR H RIGHT TO MONITOR AND AUDIT H 1 The County, State and federal government shall have absolute right to review and audit all records, books, papers, documents, corporate minutes, and other pertinent items as requested, and shall have absolute right to monitor the performance of CONTRACTOR in the delivery of services provided under this Contract CONTRACTOR shall give full cooperation, in any auditing or monitoring conducted CONTRACTOR shall cooperate with the COUNTY in the implementation, monitoring, and evaluation of this Contract and comply with any and all reporting requirements established by the COUNTY H 2 The COUNTY or the State reserves the right to perform or cause to be performed a financial audit At the request of the COUNTY or the State, CONTRACTOR shall provide, at its own expense, a financial audit prepared by a certified public accountant If there are audit findings, CONTRACTOR must submit a detailed response acceptable to the COUNTY and/or the State for each audit finding within forty-five (45) days from the date of the audit finding report H 3 if audit findings reveal ineligible/disallowed expenditures, CONTRACTOR will be required to repay disbursed funds to the COUNTY H 4 All records pertaining to services delivered and all fiscal, statistical and management books and records shall be available for examination and audit by COUNTY representatives for a minimum period of five (5) years after termination of this Contract or until all pending COUNTY, State and federal audits are completed, whichever is later I. CORRECTION OF PERFORMANCE DEFICIENCIES 1 Failure by CONTRACTOR to comply with any of the provisions, covenants, requirements or conditions of this Contract shall be a material breach of this Contract The following shall each constitute a breach of this Contract 1.1.1 CONTRACTOR's failure to comply with the terms and conditions of this Contract, 112 Use of, or permitting the use of, HEAP funds provided under this Contract for any ineligible activities, or 1.3 Any failure to comply with the deadlines set forth in this Contract 1.2 In the event of a non -cured breach, the COUNTY may, at its sole discretion and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract 12 1 Afford CONTRACTOR thereafter a time period within which to cure the breach, which period shall be established at the sole discretion of the COUNTY 1 2 2 Notwithstanding any other provision of this Contract the COUNTY may withhold payments to CONTRACTOR, if CONTRACTOR has been given notice of any deficiency(ies) and has failed to correct such deficiency(ies) Such defictency(ies) may include, but are not limited to failure to provide services described in this Contract, federal, state, and county audit exceptions resulting from noncompliance, violations of pertinent federal and state laws and regulations, and significant performance problems as determined by the COUNTY or State from monitoring visits 12 3 The COUNTY has the sole and absolute discretion to revoke full or partial provisions of the Contract, delegated activities or obligations, or application of other remedies permitted by State or Federal law when the COUNTY or State determines CONTRACTOR has not performed satisfactorily 24 Terminate this Contract immediately and be relieved of the payment of any consideration to CONTRACTOR In the event of such termination, the COUNTY may proceed with the work in any manner deemed proper by the COUNTY The cost to the COUNTY shall be Page 25 of 27 deducted from any sum due or disbursed to the CONTRACTOR under this Contract and the balance, if any, shall be paid by the CONTRACTOR upon demand 1.3 In addition to any other remedies that may be available to the COUNTY in law or equity for breach of this Contract, the COUNTY may 1 3 1 Bar the CONTRACTOR from applying for future HEAP funds, 1 3.2 Revoke any other existing HEAP award(s) to the CONTRACTOR, 13 3 Require the return of any unexpended HEAP funds disbursed under this Contract, 1.3.4 Require repayment of HEAP funds expended under this Agreement, and 1 3 5 Seek such other remedies as may be available under this Contract or any law 1 4 All remedies available to the COUNTY are cumulative and not exclusive J NOTICES All written notices provided for in this Contract or which either party desires to give to the other shall be deemed fully given, when made in writing and either served personally, or by facsimile, or deposited in the United States mail, postage prepaid, and addressed to the other party as follows County of San Bernardino Office of Homeless Services Attn Tom Hernandez, Chief of Homeless Services 303 East Vanderbilt Way San Bernardino CA 92415-.0026 City of Redlands Attn Brenda Boon P 0 Box 3005 Redlands, CA 90373 Notice shall be deemed communicated two (2) COUNTY working days from the time of mailing if mailed as provided in this paragraph K ENTIRE AGREEMENT This Contract, including all Exhibits and other attachments, which are attached hereto and incorporated by reference, and other documents incorporated herein represents the final, complete and exclusive agreement between the parties hereto Any prior agreement, promises, negotiations or representations relating to the subject matter of this Contract not expressly set forth herein are of no force or effect This Contract is executed without reliance upon any promise, warranty or representation by any party or any representative of any party other than those expressly contained herein Each party has carefully read this Contract and signs the same of its own free will Page 26 of 27 IN WITNESS WHEREOF, the County of San Bernardino and the CONTRACTOR have each caused this Contract to be subscribed by its respective duly authorized officers, on its behalf COUNTY OF SAN BERNARDINO CITY OF REDLANDS Curt Hagman, Chairman, B Dated MAY 2 SIGNED AND CERTIF DOCUMENT HAS CHAIRMAN OF T By of Supervisors 2VR' FOR COUNTY USE ONLY (Print or type name of corporation company contractor, etc.) By p � .r.. 5 j — (Authorized signature sign in blue ink) Name Denise Davis Title ATTEST• Dated Address (Print or type name of person signing contract) Mayor Pro Tem (Print or e) eanne Donal son, City Clerk 35 4030 ST. kbAlbs, Gt /2373 Approved ao Legal Form Carol A Greene, Supervising Deputy County Counsel Date 40. 7 Revised 3/14/19 Reviewed for Contract Compliance Date Reviewed/Approved by Department Dena Fuentes De uty Executive fficer Date Page 27 of 27 City of Redlands HEAP Award by Activity May 21, 2019 through June 30, 2021 Category Activity Award/allocation Service Unit Number Expected to be Served Services Street Outreach $ 127,617 00 Health & Safety Education Criminal Outreach Diversion Programs Prevention Services Navigation Services Case Management $ 174,000 00 Operating Support for Short - Term or Comprehensive Homeless Services Other- Vehicle $ 33,000.00 Other - Hygiene Packs $ 2,500.00 Rental Assistance or Subsidies Housing Vouchers $ 50,000.00 Rapid Re -Housing Programs $ 202,883 00 Eviction Prevention Strategies Other - Utility/Housing Deposits $ 10,000 00 Capital Improvements Emergency Shelter Transitional Housing Drop in Centers Permanent Supportive Housing Other Homeless Youth Set Aside If not otherwise specified Individuals 500 $ 600,000 00 Exhibit 1 Page 1 of 1 Exhibit 2 SCOPE OF WORK ADDRESSING THE HOMELESS CRISIS IN THE CITY OF REDLANDS - NO WRONG DOOR STRATEGY Scope of Work The City of Redlands will implement the project, Addressing The Homeless Crisis in the City of Redlands - No Wrong Door Strategy (Project), and provide Project services to 515 persons in the City of Redlands over the Contract period Project services will include • Face -to -Face Mobile Outreach Project to provide for an increase street outreach presence in partnership with City, County, and nonprofit organization led teams to quickly connect homeless persons with available resources, such as Social Security or Veteran's benefits, behavioral health services, first aid, education, drug or alcohol treatment, and housing services The Project will provide these services to 360 persons (180 annually) • Housing Advocacy and Assistance Project to provide immediate bridge housing to individuals facing an immediate homelessness crisis while they work with other area homeless/housing providers to stabilize their housing situation This project includes case management services to administer the distribution of emergency motel vouchers and support other wrap-around services The Project will provide these services to 120 homeless individuals (60 annually) • Redlands Rapid Re -Housing Initiative Project that includes a range of supportive services including housing navigation case management, mental health counseling, as well as housing related expenses, security deposits, rental assistance, and moving expense assistance The Project will provide services to 35 persons (17 5 annually) Measurable Outcomes The City of Redlands will provide Project services to 515 persons through 8,075 Instances with the following projected outcomes • 10% decrease in the Point -In -Time Count numbers • Success is defined as being stabilized at 60 days and then 90 days after financial assistance and case management The projected retention rate is 80% • 42 literal homeless persons will be housed and 34 persons exiting the program into permanent housing (1 year assessment) The projected retention rate is 81% Page 1 of 1 Exhibit 3 HEAP REPORTING REQUIREMENTS A Detailed reports containing, at minimum, the following information 1 Amount awarded to Contractor with activity(ies) identified, 2 Contract expenditures, 3 Unduplicated number of homeless persons and households served by HEAP funds, 4 Unduplicated number of persons and households at imminent risk of homelessness served by HEAP funds 5 Number of instances of service, 6 Increases in capacity for new and existing programs, 7 Number of unsheltered homeless persons and homeless households becoming sheltered, and 8 Number of homeless persons and homeless households entering permanent housing 9 Number of homeless persons and households successfully exited from HEAP (i e , in permanent housing) that remain in permanent housing 12 months post -exit from HEAP 10 Number of persons and households at imminent risk of homelessness successfully exited from HEAP (i e , in permanent housing) that remain in permanent housing 12 months post -exit from H EAP B Breakdowns will be expected for each activity (i e services, capital improvements, rental assistance, etc) and program type (1 e emergency shelter, rapid re -housing, outreach, etc) for the supplemental reporting requirements listed above, when applicable The same information will also be requested specifically for the following subpopulations, based on priorities defined by the U S Department of Housing and Urban Development 1 Chronically homeless 2 Homeless veterans 3 Unaccompanied homeless youth 4 Homeless persons in families with children C Counts by subpopulation will not be required in cases where that information is unavailable, but is expected in cases where client information is entered in the Homeless Management Information System (HMIS) Page 1 of 1 Clients Entering Programs 6/1/2018 to 6/30/2018 Report Criteria Organizations Programs 1111 Head of Household Only Name 1111011111111111111111111111111111 Program Total SSN Last ,4 XXX XX xxx XX 2 stili enrolled HMIS CLIENT DATA REPORT (SAMPLE) )°,'" hentTrack Enrolled Exited Total Clients 2 0 2 2 Enrollment Raco Gender Age Enroll Date Exit Date Days Length Black or African Female 21 6/5/2018 7/1/2018 26 28 American White Female 37 8/10/2018 8/28!2018 21 11 0 exited 2 total 2 clients Organization Total 2 0 2 2 Total 2 0 2 2 ClientTrack'" Reports 8/31/2018 1 59 PM Exhibit 4 Page 1 of 1 1 i 1 HMIS Data Quality Report Card Sample Reporting Period 10/1/2017 to 5/31/201S PROGRAM INFORMATION Agency Name. Exhibit 5 Data Quality and Completeness Complete and accurate records are required to ensure data quality. Required Data that is missing, Incomplete or not collected has a negative impact on the quality of data. The higher a programs' percentage of missing or erroneous data, the less useful the data becomes Total Clients Served: 250 Client Demographic Data Data Element Ment Doesn't Know/ Refused information Missing Data % of Error Issues Rate Name (3 1) 0 0 0 0.00% Social Security Humber 3.2} Date of Birth (3.3) 17 0 2 0 4 1 0.40% Rea (3.4) 3 0 1.20% Ethnicity (3.5) 2 0 0.80% Gender (3.6) 0 0 0.00% Universal Data Data Element Error Count Veteran Status (3.7) Project Entry Date (3.10) Relationship to Head of Household (3.15) 2 6 2 Client Location (3 16) 2 Disabling Condition (3.8) 11 Income and Housing Data % of Error Rate l 0.80% 2.40% 0.80% 124% Data Element Error Count Destination 1312) Income and Sources (4.2) at Start Income and Sources (4.2) at Annual 0 Assessment income and Sources (4.2) at Extt 0 0 Fields with values over 5% errors. 0 % of Error Rate 0.00% 0.00% JFields with values 5% or less. 0.00% 0.00% Fields with no errors Error rate includes data not collected, missing information, client doesn't know end client refused options A program should have less than a 5% error rate In order to ensure accurate data. Missing intake and exit data needs to be reviewed by staff on a regular basis. Any additional Data received from the client after enrollment, should be entered into the Homeless Management Information System (HMIS) within a timely manner HUD Policy. A 95% standard of completeness rate for all funded homeless projects should be established and expected Programs should work toward ensuring that 95% of all required data elements for each client served are collected and entered correctly into the HMIS. Page 1 of 2 i v Agency Name Exhibit 5 HMIS Data Quality Report Card Sample Reporting Period 10/1/2017 to 5/31/2018 PROGRAM INFORMATION Data Timeliness Type 0 daysI 1.3 days I 4-6 drys 7-10 days Entry Timeliness 22 —It 18 t 5 fl Exit Timeliness 0 0 l 0 0 Over 10 days Average 4 715 This report calculates the difference between the program entry date specified for the client and the date the client's application was entered into the system For example, if a client's Program Entry date of "April 4, 2016" was recorded on "April 9, 2016," then the report would calculate a 5 day lag time in recording data The report groups the number of applications by program and has 5 buckets for the number of days an application has been lagging. HUU Poi cy Data entry should be current within 5 business days of intake, exit, and service provision HMIS Users Below is a list of all HMIS Users currently active within your agency. If any user on this list has left your agency during the last reporting period, then please email the HMIS helpdesk. Users are considered inactive if they have not logged into the system for 30 days or left the agency If a user is inactive, or if you have additional staff needing HMIS access or training, please contact HMIS Agency Name Email Page 2 of 2 r Exhibit 6 State of California WELFARE AND INSTITUTIONS CODE Section 8255 8255 For purposes of this chapter (a) "Coordinating council" means the Homeless Coordinating and Financing Council established pursuant to Section 8257 (b) "Core components of Housing First" means all of the following (1) Tenant screening and selection practices that promote accepting applicants regardless of their sobriety or use of substances, completion of treatment, or participation in services (2) Applicants are not rejected on the basis of poor credit or financial history, poor or lack of rental history, criminal convictions unrelated to tenancy, or behaviors that indicate a lack of "housing readiness " (3) Acceptance of referrals directly from shelters, street outreach, drop-in centers, and other parts of crisis response systems frequented by vulnerable people experiencing homelessness (4) Supportive services that emphasize engagement and problem solving over therapeutic goals and service plans that are highly tenant -driven without predetermined goals (5) Participation in services or program compliance is not a condition of permanent housing tenancy (6) Tenants have a lease and all the rights and responsibilities of tenancy, as outlined in California's Civil, Health and Safety, and Government codes (7) The use of alcohol or drugs in and of itself, without other lease violations, is not a reason for eviction (8) In communities with coordinated assessment and entry systems, incentives for funding promote tenant selection plans for supportive housing that prioritize eligible tenants based on criteria other than "first- come -first -serve," including, but not limited to, the duration or chronicity of homelessness, vulnerability to early mortality, or high utilization of crisis services Prioritization may include triage tools, developed through local data, to identify high-cost, high -need homeless residents (9) Case managers and service coordinators who are trained in and actively employ evidence -based practices for client engagement, including, but not limited to, motivational interviewing and client -centered counseling (1 d) Services are informed by a harm -reduction philosophy that recognizes drug and alcohol use and addiction as a part of tenants' lives, where tenants are engaged in nonjudgmental communication regarding drug and alcohol use, and where tenants are offered education regarding how to avoid risky behaviors and engage in safer practices, as well as connected to evidence -based treatment if the tenant so chooses (11) The project and specific apartment may include special physical features that accommodate disabilities, reduce harm, and promote health and community and independence among tenants (c) "Homeless" has the same definition as that term is defined in Section 91 5 of Title 24 of the Code of Federal Regulations (d) (1) "Housing First" means the evidence -based model that uses housing as a tool, rather than a reward, for recovery and that centers on providing or connecting homeless people to permanent housing as quickly as possible Housing First providers offer services as needed and requested on a voluntary basis and that do not make housing contingent on participation in services (2) (A) "Housing First" includes time-limited rental or services assistance, so long as the housing and service provider assists the recipient in accessing permanent housing and in securing longer-term rental assistance, income assistance, or employment (B) For time-limited, supportive services programs serving homeless youth, programs should use a positive youth development model and be culturally competent to serve unaccompanied youth under 25 Page 1 of 2 r f Exhibit 6 years of age Providers should work with the youth to engage in family reunification efforts, where appropriate and when in the best interest of the youth In the event of an eviction, programs shall make every effort, which shall be documented, to link tenants to other stable, safe, decent housing options Exit to homelessness should be extremely rare, and only after a tenant refuses assistance with housing search, location, and move -in assistance (e) "State programs" means any programs a California state agency or department funds, implements, or administers for the purpose of providing housing or housing -based services to people experiencing homelessness or at risk of homelessness, with the exception of federally funded programs with requirements inconsistent with this chapter or programs that fund emergency shelters (Added by Stats 2016, Ch 847, Sec 2 (SB 1380) Effective January 1, 2017 ) Page 2 of 2