HomeMy WebLinkAboutOrange County United Way (OCUW) - 2021-08-02 ORANGE COUNTY UNITED WAY I WELCOME HOME OC
CA Emergency Solutions & Housing (CESH)
UNITED TO END Subcontracted Services Agreement 12021
HOMELESSNESS
ORGANIZATION/COMPANY NAME: HUNTINGTON BEACH POLICE DEPARTMENT
ADDRESS: 2000 MAIN ST., HUNTINGTON BEACH, CA 92648
MAIN POINT OF CONTACT: Hayley Yantorn
CONTACT INFORMATION: (714) 335-0085, hyantorn@hbpd.org
START DATE: August 1,2021 END DATE: June 30,2023
PURPOSE: Orange County United Way's (OCUW) WelcomeHomeOC (WHOC) program are administering
and managing CESH funds for WHOC Program Participating Agencies that provide CESH Housing Stability
Case Management services for individuals experiencing homelessness in Orange County. WHOC
participants come through the Coordinated Entry System and the housing authorities.
OCUW, referred to as Contractor, and Huntington Beach Police Department referred to as Subcontractor,
agree to perform services outlined in Exhibit A.
Subcontractors will be required to utilize and participate in the County Coordinated Entry System (CES)
for families and individuals; meet CES requirements of 24 CFR part 576.400(d) or 24 CFR part
578.7(a)(8) and related HUD requirements.
TERMS OF PAYMENT& REPORTING: The Contractor shall pay the Subcontractor for all services
provided under this Agreement in accordance with the requirements of the Agreement and on a Fee-for-
Services basis. The Subcontractor shall invoice Contractor monthly, in arrears, for services provided to
each participant referred under WHOC. The Subcontractor may begin charging effective as of the date
the Contractor and Subcontractor accepts the first WHOC participant.
For details regarding Monthly Payment and Reporting, refer to EXHIBIT A.
Contractor reserves the right to request reimbursement of funds if deemed necessary due to misconduct
or non-compliance with the terms of this agreement. Subcontractor will provide Contractor with monthly
reports of detailed services provided as account documentation to include with the above-mentioned
invoice. Monthly reports must include information outlined in EXHIBIT A.
Monthly reports are due 10 business days after the month's end during the subcontract period.
Subcontractor agrees to submit monthly reports to the Contractor through agreed upon submission
process by both parties. Contractor may convene monthly calls between all partners to review program
performance and discuss any issues related to program delivery as outlined in EXHIBIT A.
TERMS FOR MONITORING & OVERSIGHT: Contractor will work closely with Subcontractor to meet all
expectations, as outlined in this Contract Agreement. Contractor reserves the right to request changes to
the checks-and-balances and reporting procedures outlined in EXHIBIT A to ensure fiduciary
accountability and program integrity. Contractor continues to refine its evaluative processes to
successfully measure and evaluate impact. Where appropriate, Subcontractor agrees to participate in
Ocuw-United to End HometessnesslWHOC Subcontract CESH 2 Page 1 of 9
the ongoing development of these evaluative processes. Specific areas may include, but are not limited
to,the development of shared and individual outputs and outcomes for programmatic performance,
standards for service delivery and assessment tools.
TERMS OF DATA MANAGEMENT & ACTIVITIES: For the purposes of HMIS Data Management &
Activities, Subcontractor must enter data directly into the HMIS system, and adhere to all implementation
guidelines developed under the County of Orange Continuum of Care's Homeless Management
Information System (HMIS). Participation includes, but is not limited to, the input of all-programmatic
and participant data, and the generation of all mandated monthly and close-out reports.
1. Subcontractor must enroll participants in the WelcomeHomeOC program in HMIS within three (3)
days, or as set forth by the HMIS policies and procedures, of participant being accepted to
WHOC.
2. Subcontractor must input the collected data no more than three (3) days after date of program
entry, or as set forth by the Continuum of Care's HMIS Policies and Procedures.
3. Subcontractor's services rendered to participants must be entered into HMIS within three (3)
days from date of service, or as set forth by the HMIS Policies and Procedures.
4. Subcontractor's participants who exit from Program must have updated status in HMIS within
three (3) days of the actual exit date, or as set forth by the HMIS Policies and Procedures.
TERMS& TERMINATION OF AGREEMENT: This Agreement will become effective when signed by both
parties and will terminate on the earlier of:
• June 30,2023, or depending on the needs determined by both parties
• Contractor or Subcontractor may terminate this Agreement by providing or upon receipt of a 30-day
written notice to the other party.
• Contractor reserves the right to terminate the contract agreement for just cause(s), including but not
limited to, if Subcontractor
o Fails to meet the expectations as outlined in the contract agreement
o Solicits community (property) managers and/or landlords for any activities outside the scope
of WHOC
o Has not been able to successfully resolve any identified concerns
o Breaches local/City, State, or Federal law(s)
o Experiences significant changes that affect the scope of work, program design, or quality of
services provided/rendered
o Uses funding for a program or other matters, not approved by Contractor
• The Contractor and Subcontractor agrees this Agreement funds Housing Stability Case Management
services for individuals who are reliant upon these services to sustain housing. Both parties
acknowledge termination of this Agreement may affect individuals whose Housing Stability Case
Management relies upon continuation of some or all of the Scope of Work, and that the shared
values of the Contractor and Subcontractor shall lead each to work in cooperation together to assure
the best possible outcomes for individuals served, in the instance of a Termination.
MODIFYING THE AGREEMENT: This Agreement may be modified only in writing, signed by both parties.
NOTICES: Any notice will be in writing and personally delivered, sent by email or via reputable overnight
courier (such as Federal Express) or certified mail, postage prepaid and return receipt requested,
addressed to the other party at the address specified below (unless otherwise notified in writing by a
party):
If to Orange County United Way: 18012 Mitchell South, Irvine, CA 92614
If to Agency/Subcontractor: At the address on Page 1 of this Agreement
CONFIDENTIALITY: Subcontractor acknowledges that it may be necessary for the Contractor to
disclose information which the Contractor considers confidential in order to accomplish the work under
OCUW-United to End HomelessnesslWHOC Subcontract CESH 2 Page 2 of 9
this Agreement. It is agreed that Contractor shall disclose only information necessary to the work and, if
any such information is considered confidential, it shall be clearly marked "Confidential Information" and
sent by Contractor in writing only to the Authorized Signatory of the Subcontractor (whose signature is
appended to this Agreement) or to the Main Point of Contact named above, or if orally disclosed,
reduced to writing by Contractor within thirty (30) days of disclosure (hereinafter "Confidential
Information")
Subcontractor shall inform Contractor that Confidential Information shall not be used or disclosed to
others, to the extent permitted by law, except in furtherance of this Agreement unless Confidential
Information: (i) is or shall have been known to the Contractor before his receipt thereof, (ii) is disclosed
to the Contractor by a third party; (iii) is required to be disclosed by law, (iv) was independently developed
without the benefit of any disclosure from Disclosing Institution and such independent development can
be properly demonstrated by Contractor; or(v) is or shall have become known to the public through no
fault of the Contractor.
This Agreement will be null and void if not executed by both parties within 30 days after the Agreement
becomes available for execution through AdobeSign.
By executing this Agreement, both parties agree to be bound by the terms and conditions outlined in
this Agreement and incorporated herein. The signers below warrant that they have full power and
authority to sign for and bind their respective organizations.
BY HUNTINGTON BEACH POLICE DEPARTMENT
Sign: ( Date:
Print Name: ✓VL147�r Y Tide: /1rPirjJL,.t Clh f Dry '/O4 zi
BY ORANGE COUNTY UNITED WAY:
Susan B. Parks I Chief Executive Officer Date
Emilee Tello I Chief Financial Officer Date
Receive and File
9^ APPR VED AS TO FOAM
Cam! ':IA
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City Clerk fl /7A/ Cm ArfORNEYS
CM OF HUNTINGTON BEACH
COUNTERPART
OCUW-United to End Homelessness/WHOC Subcontract CESH 2 Page 3 of G
this Agreement. It is agreed that Contractor shall disclose only information necessary to the work and, if
any such information is considered confidential, it shall be clearly marked "Confidential Information" and
sent by Contractor in writing only to the Authorized Signatory of the Subcontractor (whose signature is
appended to this Agreement) or to the Main Point of Contact named above, or if orally disclosed,
reduced to writing by Contractor within thirty(30) days of disclosure (hereinafter"Confidential
Information").
Subcontractor shall inform Contractor that Confidential Information shall not be used or disclosed to
others, to the extent permitted by law, except in furtherance of this Agreement unless Confidential
Information: (i) is or shall have been known to the Contractor before his receipt thereof; (ii) is disclosed
to the Contractor by a third parry; (iii) is required to be disclosed by law, (iv) was independently developed
without the benefit of any disclosure from Disclosing Institution and such independent development can
be properly demonstrated by Contractor; or (v) is or shall have become known to the public through no
fault of the Contractor.
This Agreement will be null and void if not executed by both parties within 30 days after the Agreement
becomes available for execution through AdobeSign.
By executing this Agreement, both parties agree to be bound by the terms and conditions outlined in
this Agreement and incorporated herein. The signers below warrant that they have full power and
authority to sign for and bind their respective organizations.
BY HUNTINGTON BEACH POLICE DEPARTMENT
7r�Ciah ff�q Aug 2 2021
Sign: Date:
Print Name:
Julian Harvey Title: Interim Chief of Police
BY ORANGE COUNTY UNITED WAY:
secs 8 Jul 29 2021
Susan S Paibs I3u179.7971 16:30 PDT?
Susan B. Parks I Chief Executive Officer Date
Cmil2t cello IJu130,2021 09:33 PDT Julio 72021
Emilee Tello I Chief Financial Officer Date
COUNTERPART
OCUW-United to End Homelessness/WHOC Subcontract CESH 2 Page 3 of 9
EXHIBIT A — WELCOMEHOMEOC PROGRAM OVERVIEW AND SCOPE OF WORK: CESH 2
CESH 2 Project Overview:
Contractor agrees to support costs associated with the WHOC CESH Project in Orange County. These efforts
must be in alignment with the processes, procedures, and budget costs that have been outlined here as
EXHIBIT A. Through this agreement, any and all Subcontractors using these funds will adhere to this
agreement and participants will be tracked through HMIS and a monthly report to Contractor.
Subcontractor must:
a. Maintain regularly scheduled service hours, Monday through Friday, in accordance with the County's
regularly scheduled service hours and holidays. In addition, subcontractor will be required to operate
extended hours at least two (2) evenings or days per week and provide weekend activities to
accommodate participant needs.
b. Operate the program to include flexibilities to meet with eligible participants outside of typical
operation hours, if needed, related to conflicts with employment or other appropriate factors.
c. Have a 24 hour contact available for emergency purposes and to coordinate response as appropriate.
d. Ensure that all staff and volunteers working in support of the Contract complete training on confidentiality
and compliance to ensure appropriate safeguards are in place to maintain Applicant information and
Personally Identifiable Information (PII) private, confidential, secure, etc.
e. Provide intake assessments, case management and supportive services to confirmed eligible
participants. Services will be determined as a result of the intake assessment and dependent upon the
needs of the household.
f. Complete a Housing Stabilization Plan for each participant within 14 days of participant being housed.
g. Provide housing stability case management services to support program participants in achieving
independent living and to avoid further housing instability or homelessness.
h. Maintain a case management ratio of one Case Manager to 25 participants (1:25) for Program quality
of services, positive outcomes, and program efficacy.
i. Operate the Program in accordance with non-discrimination policies and attend annual trainings that
focus on understanding implicit biases and cultural sensitivities to promote diversity and equity within
the Program.
j. Utilize and participate in County CES for families and individuals; meet CES requirements of 24 CFR
part 576.400(d) or 24 CFR part 578.7(a)(8) and related HUD requirements. This may include annual
review of participant case files, unit inspections, and/or site visits.
k. Track Program costs and ensure they are eligible for payment. Subcontractor shall enter data directly
into the HMIS system and adhere to all implementation guidelines developed under the Orange County
CoC's HMIS Policies and Procedures. Participation includes, but is not limited to, the input of all
programmatic and participant data and the generation of all mandated monthly and annual close-out
reports. Subcontractor shall input the collected data no more than the required number of calendar
days after date of program entry as set forth by the Orange County CoC's HMIS Policies and
Procedures.
I. Input services rendered to participants shall be entered into HMIS within the required number of
calendar days from date of service as set forth by the HMIS Policies and Procedures. Participant
households assisted through this Program must secure permanent housing during the period of August
1, 2021, to July 31, 2022. Only housing stability case management may be provided from August 1,
2022 to June 30, 2023.
m. Operate, maintain, coordinate and staff the resources of the Program.
n. Provide supplies and equipment for the ongoing operations of the Program as needed.
o. Track Program costs and ensure they are eligible for payment.
p. Adopt written standards for the provision of housing assistance and housing relocation/stabilization
services, and maintain client records that show that assistance was provided in accordance with the
applicable written standards on the below topics according to 24 CFR 576.400(e)(1); 24 CFR
576.400(e)(2); 24 CFR 576.400(e)(3); 24 CFR 576.400(e)(3)(v-ix); 24 CFR 576.500(f):
a. Evaluating individual and family eligibility for assistance under CESH.
OCUW-United to End Hornelessness/WHOC Subcontract CESH 2 Page 4 of 9
b. Determining the type, amount, and duration of housing stabilization and/or relocation services
to provide to the program participant, at minimum 12 months of support services required while
client is enrolled in WHOC. For applicable clients, service provider must ensure completion of
the HUD recertification process at the end of their 12 month lease.
c. All CESH Program participants are informed of their rights to Fair Housing, and an
acknowledgement is documented in each participant's file.
d. All CESH Program participants are informed of HUD's lead-based paint brochure and disclosure,
and an acknowledgement is documented in each participant's file.
e. All CESH Program participants are informed of the organization's Termination Policy and
Grievance and Appeals Policy, and an acknowledgement is documented in each participant's
file.
q. While providing housing assistance and housing relocation/stabilization services to a program
participant, ensure that the program participant's file documents that they met with a case manager at
least once per month to assist in ensuring long-term housing stability according to 24 CFR
576.401(e)(1), 24 CFR 576.500(f).
Contractor may conduct on-site or virtual visits or desk monitoring to ensure programmatic compliance at
least once during the contract term. Monitoring visits may include, but are not limited to:
a. Review of participant file documentation
b. Review of eligible activity and cost requirements established by CESH Program guidelines
c. Review of policies and procedures and consistent adherence to Program practices
d. HMIS data entry completion
e. Interviews with program staff
ROLES & RESPONSIBILITIES OF ALL PARTIES ASSOCIATED TO THIS AGREEMENT:
:<PARTNER1/1GENCY;;,.-•; WELCOMEHOMEOC.
Prior to being • Complete the WHOC Application — This • WHOC Team reviews application packets,
housed is an intake form,which includes a copy follows up with any questions
of the housing voucher, apartment rental
application for each household member Accepts/Rejects WHOC Application
over 18,copy of ID for each household • Intake participant to housing navigation
member over 18, proof of income for pipeline
each household member over 18, and if . Engages with property owners and
relevant pets/support animal landlords to increase the availability of
documentation. rental units for participants with federal
• Work with participant on geographical housing choice vouchers,thereby
preference and housing needs (i.e., first reducing the time involved in the search
floor,A_DA accessible,etc.). for housing by participants._
WHOC • Obtain participant approval to submit • Locate appropriate unit match with
Acceptance (in rental application to specific units available rental units that best meets the
process of participant's preferences and
being housed) • Arrange dates for participants to view requirements in housing units.
units
• Arrange for transportation and • Submit rental application on behalf of
accompany participants to view units.
participant.
• Arrange for transportation and • Notify case manager of approval or
accompany participants to lease denial.
signings appointments. • Assist with appointment scheduling for
• Coordinate participant move-in with their participant to view units.
belongings. • Send RTA to case manager to bring to
unit viewing.
OCUW-United to End Homelessnessl WHOC Subcontract CESH 2 Page 5 of 9
• Assist participant with moving • Send rent info sheet to case manager to
arrangements, including obtaining, prepare participant for lease signing.
transferring belongings from storage . Upon receiving copy of signed lease, pay
units, obtaining needed furnishings and
home goods and supplies. property owner for application and
holding fees, double security deposit, and
if applicable, property owner bonus
• Reimburse service provider for furniture
and moving costs upon receipt of invoice
and expense report.
After housed • Work with participant to create and • Assist with housing stabilization efforts
through WHOC complete a Housing Stabilization Plan . Maintain relationship with property
within 14 days of participant being
housed. owner/manager/landlord
• Implement the housing stabilization plan
by providing ongoing, wrap-around case
management support services that
address unique program participant
needs, which could include health
support services, educational training
and planning, access to benefits,
coordination with other community
services such as job training and
placement and literacy development,
referral to community resources, and
financial management assistance.
• Have an identified,assigned case
manager for each participant (Program
Resident) that the Program Participating
Owner/Manager can contact regarding
any issues that arise concerning a
Program Resident in addition to a liaison
with the Program Administrator.
• Assist each Program Resident to develop
plans to address any issues that arise
related to their tenancy.
• Be committed to providing ongoing
support services to each Program
Resident for at least the first year of the
Program Resident's tenancy.
• Agree to comply with any, and all federal,
state, and local laws and regulations
applicable to the property and the
requirements of any entity that will be
providing rental assistance, subsidy,or
voucher support to Program Residents
served under the WHOC Program.
• Provide case management utilizing a
ratio of one case manager to a maximum
of 25 participants.
OCUW-United to End Homelessness/WHOC Subcontract CESH 2 Page 6 o/9
• Provide case management to
participants at least two times per month
to ensure long-term housing stability for
twelve months.
• Assist participants with counseling,
including owner-tenant mediation, legal i
services,credit repair and housing
counseling.
• Assist participants with developing,
securing and coordinating services to
obtain Federal, State and local
mainstream supportive benefits.
• Assist participants in developing a
budget to understand what resources are
needed to maintain housing stability.
• Provide information and referrals to
other providers as needed, and follow-up
with participant on referrals and linkages ,
related to physical health and behavioral
health services.
• In conjunction with Contractor,work with
participant to make a reasonable effort
to relocate to another rental unit, if
housing stability is in jeopardy.
WHOC's Property Owner Network agrees that adherence to these expectations will create a positive long-term
experience for them and their tenants. One of the key attractions of WHOC to property owners is the service
provider component. Property owners want to know that their tenants will be set up for success to remain in
their units for the long-term. They know that in order for this to happen,the tenants need consistent supportive
services and case management. To ensure a consistent level of service,we have developed standards for
participation in WHOC and included the expectations for participating agencies in our WHOC Property Owner
agreements.
Case Management and Housing Stabilization Defined I Allowable Expenses
The WHOC CESH Project allows for reimbursement for the work and services outlined in the previous section.
Subcontractor shall provide housing stabilization services and case management to individuals and families
experiencing homelessness to secure housing, increase stability, and make connections to community
resources and benefits through the WHOC CESH Project including:
a. Initial and re-evaluations for services
b. Housing and individualized service plans (to be completed in first 30 days of move in)
c. In conjunction with WHOC, housing search assistance and housing navigation
d. Moving assistance
e. Case management services including, but not limited to:
• Legal services for housing needs
• Credit repair and financial management
• Employment assistance
• Securing basic resources and mainstream benefits
• Counseling support
• Access to food pantries
• Tenant education
OCUW-United to End Homelessness/WHOC Subcontract CESH 2 Page 7 of 9
Allowable expenses included in the $8,500 case management payment are:
• Staffing Costs for work and services listed above
• Transportation Costs associated with these work and services
• User fees for HMIS
Other reimbursable expenses include:
• Moving Costs, to be pre-approved pending availability of funds
• Furnishings: Separate from the CESH project, subcontractor will receive up to $2,000 per client for
basic needs that are outside the scope of this agreement, via WelcomeHomeOC, United to End
Homelessness; invoicing for these expenses shall be conducted separately and in accordance with
the requirements of that program.
Technical Assistance and Monitoring Contractor shall actively partner with Subcontractor to provide technical
assistance, proactively resolve issues, and monitor the program activities selected to ensure compliance with
State and County requirements at least once during the grant period.
1. Contractor will monitor the performance of the Subcontractor according to the terms of this agreement
and when Contractor deems appropriate.
2. Contractor will monitor the performance of Subcontractor based on the performance measures aligned
with CESH eligible activities, data reporting, other monthly performance and financial reports, and ESG
standards.
3. In the event that performance consistently remains below the minimum requirement thresholds of the
performance criteria outlined here in Exhibit A of this Agreement,the Subcontractor will develop and
submit performance improvement plans for Contractor to evaluate.
4. If it is determined that Subcontractor falsified any certification, application information, financial, or
contract report,the Subcontractor shall be required to reimburse the full amount of the CESH award to
the Contractor, and may be prohibited from any further participation in the WHOC CESH Project.
5. As requested by Contractor,the Subcontractor shall submit all CESH monitoring documentation
necessary to ensure that Subcontractor is in continued compliance with State and County
requirements. Such documentation requirements and the submission deadline shall be provided by
Contractor at the time such information is requested from the Subcontractor.
6. Take appropriate action for behavioral and medical health emergencies.
MONTHLY PAYMENT & REPORTING REQUIREMENTS
Reporting and Tracking:
Performance of the Subcontractor will be monitored on a monthly basis via reporting based on WHOC CESH
Project requirements.
At minimum, Subcontractor will be required to submit a monthly report to the Contractor by the 101 day of
each month for services rendered the prior month includin , but not limited to:
Monthly Subcontractor Report: Data to be Entered in HMIS
• Total number of eligible households that receive • Composition of the households — demographics,
assistance; size and type;
• Status of participant (i.e., in process, housed, • WHOC enrollment date;
exited program, etc.); • Voucher expiration date;
• Expenditure report (monthly expenses by • Referrals to services (include what services
type/category); participants were referred to);
• Staff expenses and description of case • Date housed;
management services provided to WHOC • Program Exit by date and type.
participant home visit,welfare check, etc.);
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• Expenses & receipts incurred related to
participant (from allowable expenses such as
furniture and moving costs);
• Monthly Invoice
MUST be submitted via encrypted/password
protected email to: WHOC@UnitedWayOC.org
Subcontractor will be required to enter participant data into HMIS prior to approval of monthly invoices.
Contractor will provide a reporting template to Subcontractor. Additional program-level data may be required to
meet other applicable reporting or audit requirements.
Monthly invoices must match Monthly Subcontractor Report. Invoices and reports must be submitted in an
encrypted e-mail for HIPAA compliancy. Payment shall not take longer than 15 business days from the date
received by the subcontractor.
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