HomeMy WebLinkAboutItem No. 10 Acceptance of the Street Outreach Grant From Riverside County's Continuum of Care10)Acceptance of the Street Outreach Grant From Riverside County's Continuum of
Care
Approve and authorize the City Manager to execute an agreement with the County of
Riverside Continuum of Care to accept a grant in the amount $205,170 for Street Outreach
services.
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REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Jason Simpson, City Manager
Date:April 9, 2024
Subject:Acceptance of the Street Outreach Grant From Riverside County's
Continuum of Care
Recommendation
Approve and authorize the City Manager to execute an agreement with the County of Riverside
Continuum of Care to accept a grant in the amount $205,170 for Street Outreach services.
Background
Homelessness has been a top priority for the City of Lake Elsinore since the creation of our
Homeless Task Force in 2017. The City continues to meet monthly to address homeless issues
and look for new solutions. Lake Elsinore has made significant strides to assist our most
vulnerable residents off the streets while seeking effective methods of reducing our homeless
population.
A key piece of our homeless services is street outreach by our non-profit partner Social Work
Action Group (SWAG). SWAG has helped the City conduct street outreach, provide housing
navigation, and offer case management services to chronic homeless individuals. In addition to
street outreach, SWAG has operated The Anchor since it opened in December 2020. The facility
provides 15 crisis stabilization housing units with up to 20 beds for chronic homeless individuals,
for a duration of up to 90 days.
To date, street outreach services have been funded by a variety of grants including California’s
Homeless Emergency Aid Program (HEAP), the Homeless Housing, Assistance, and Prevention
Program (HHAP), and an Emergency Solutions Grant – Coronavirus (ESG-CV) from Riverside
County’s Continuum of Care (CoC). Since 2019, the City has secured over $6 million toward its
Street Outreach Grant
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homeless efforts. Staff continues to seek all applicable grant funding available to assist in funding
its homeless efforts.
Discussion
In June 2021, the City of Lake Elsinore was awarded $681,506.50 from the ESG-CV grant from
the County of Riverside Housing, Homelessness Prevention and Workforce Solutions Continuum
of Care Division, to fund street outreach and emergency housing services during the Coronavirus
pandemic. Street outreach services and emergency housing services are necessary for the City
to continue taking an aggressive and progressive approach to homelessness.
The proposed agreement provides funding to continue SWAG’s street outreach services. Street
outreach services include conducting weekly outreach events in the City’s “hot spot” areas,
responding to homeless service requests, and assessing and providing assistance to homeless
individuals.
Fiscal Impact
The City will receive $205,170 towards the homeless street outreach program. These funds are
budgeted in the FY 23/24 Operating Budget.
Attachments
Attachment 1- Agreement
County of Riverside
Department of Housing and Workforce Solutions
3403 10TH St. Ste. 300
Riverside, CA 92501
and
City of Lake Elsinore
2020 ESG- CV2 / HHIP
First Amended and Restated Agreement
HHPWSCoC-HHIP-01
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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TABLE OF CONTENTS
1. DEFINITIONS 4
2. DESCRIPTION OF SERVICES 5
3. PERIOD OF PERFORMANCE 5
4. COMPENSATION 6
5. AVAILABILITY OF FUNDS/NON-APPROPRIATION OF FUNDS 6
6. TERMINATION FOR CONVENIENCE 6
7. TERMINATION FOR CAUSE 7
8. REQUEST FOR WAIVER AND WAIVER OF BREACH 8
9. OWNERSHIP, PUBLICATION, REPRODUCTION, AND USE OF MATERIAL 8
10. CONDUCT OF SUBRECIPIENT/ CONFLICT OF INTEREST 8
11. RECORDS, INSPECTIONS, AND AUDITS 8
12. CONFIDENTIALITY 10
13. HOLD HARMLESS/INDEMNIFICATION 10
14. INSURANCE 11
15. WORKER’S COMPENSATION 12
16. VEHICLE LIABILITY 12
17. COMMERCIAL GENERAL LIABILITY 12
18. INDEPENDENT CONTRACTOR 12
19. PROFESSIONAL LIABILITY 13
20. USE BY POLITICAL ENTITIES 13
21. LICENSES AND PERMITS 13
22. NO DEBARMENT OR SUSPENSION 13
23. COMPLIANCE WITH RULES, REGULATIONS, AND DIRECTIVES 14
24. INSPECTIONS 14
25. CORE COMPONENTS OF HOUSING FIRST 15
26. EMPLOYMENT PRACTICES 15
27. CHILD SUPPORT COMPLIANCE ACT 15
28. DRUG FREE WORKPLACE CERTIFICATION 15
27. PERSONNEL 16
31. ADVERSE GOVERNMENT ACTION 17
32. SUBCONTRACTS 17
33. SUPPLANTATION 18
34. ASSIGNMENT 18
35. FORCE MAJEURE 18
36. GOVERNING LAW 18
37. DISPUTES 18
38. ADMINISTRATIVE/CONTRACT LIAISON 19
39. CIVIL RIGHTS COMPLIANCE 19
40. NOTICES 20
41. SIGNED IN COUNTERPARTS 20
42. ELECTRONIC SIGNATURES (after SIGNED IN COUNTERPARTS 20
43. MODIFICATION OF TERMS 21
44. ENTIRE AGREEMENT 21
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
Page 3 of 47
List of Schedules
Schedule A – Payment Provisions
Schedule B – Scope of Services
List of Attachments
Attachment I – Assurance of Compliance
Attachment II – Contractor Payment Request
Attachment III – ESG Supporting Documentation Instructions
Attachment IV – ESG Time/Activity Report
Attachment V – ITB COARC-005
Attachment VI - LOI-COARC-006
Attachment VII – Standard Agreement- No.20-ESGCV1-00009, including Amendment #2
Attachment VIII – HWSCoC-0004868 IEHP Agreement
Attachment IX – Monthly Performance Report
*Attachment incorporated herein by reference.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
Page 4 of 47
This First Amended and Restated Agreement to HHPWSCoC-ESGCV2-01 (herein referred to
as “Agreement”), is made and entered into by and between City of Lake Elsinore , a municipal
corporation (herein referred to as “SUBRECIPIENT”), and the County of Riverside, a political
subdivision of the State of California, on behalf of its Department of Housing and Workforce Solutions
(formerly referred to as Housing, Homelessness Prevention and Workforce Solutions), (herein referred
to as “COUNTY”).
WHEREAS, COUNTY and SUBRECIPIENT entered into that certain 2020 ESG-CV2
Agreement, HHPWSCoC-ESGCV2-01-, for Street Outreach and Emergency Shelter services effective
March 4, 2020 through June 30, 2022, (herein referred to as “ Original Agreement”);
WHEREAS, COUNTY and SUBRECIPIENT entered into that certain Amendment #1, to the
Original Agreement effective March 1, 2022 to extend the end date through February 28, 2023 and add
Disallowed Cost language to Payment Provisions;
WHEREAS, the parties now desire to amend and restate the Original Agreement to change
contract number from HHPWSCoC-ESGCV2-01 to HHPWSCoC-HHIP-01, increase the budget for the
Street Outreach in the amount of $205,170 (HIPP funding), and extend the end date through September
30, 2024
WHEREAS, upon the effectiveness of this Agreement, the Original Agreement, as amended by
Amendment #1, shall be superseded and replaced in its entirety as provided for herein;
NOW, THEREFORE, the parties agree as follows:
1. DEFINITIONS
A. “Application” refers to the approved application and its submissions prepared by COUNTY,
which is the basis on which HCD approved the grant.
B. “CES” refers to the Coordinated Entry System in the County of Riverside.
C. “CoC” refers to the Riverside County Continuum of Care.
D. “COUNTY” and/or “HWS” refers to the County of Riverside and its Housing, and Workforce
Solutions Department, which has administrative responsibility for this Agreement. HWS and
COUNTY are used interchangeably in this Agreement.
E. “ESG Program” refers to the Emergency Solutions Grants Program.
F. “Engagements” refers to individuals who have given consent to receive services from
outreach staff and have become part of the outreach staff’s caseload.
G. “HCD” refers to the State of California Department of Housing and Community Development.
H. “HHIP” refers to Homelessness Incentive Program a voluntary incentive program that will
allow health plans to earn incentive funds for making progress in addressing homelessness
and housing insecurity and social determinants of health.
I. “HMIS” refers to the Riverside County Homeless Management Information System.
J. “Homeless” refers to homeless as defined in 24 CFR 576.2.
K. "Housed” is total number of unsheltered homeless people that have been permanently
housed.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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L. “Participant(s)” refers to an individual(s) or family(ies) who is assisted under the ESG
Program.
M. “Permanent Housing” refers to permanent housing and permanent supportive housing as
defined in 24 CFR 578.3.
N. “Project” refers to rapid rehousing and/or Homelessness Prevention services for facilitating
the movement of Homeless individuals through the Continuum of Care into independent
Permanent Housing.
O. “RAPID RE-HOUSING” (RRH) is a model of housing assistance that is designed to assist
the homeless, with or without disabilities, move as quickly as possible into permanent
housing and achieve stability in that housing. Rapid re-housing assistance is time-limited,
individualized, flexible, and is designed to complement and enhance homeless system
performance and the performance of other homeless projects. For more information about
rapid re-housing see:
https://www.onecpd.info/news/snaps-weekly-focus-rapid-re-housing/ and
http://www.end homelessness.org/pages/prevention-and-rapid-re-housing
P. “RENTAL ASSISTANCE” refers to provision of rental assistance to provide homelessness
prevention, transitional or permanent housing to eligible persons.
Q. “RFP” refers to a Riverside County Request for Proposal.
R. “SUBRECIPIENT” refer to the City of Lake Elsinore including its employees, agents,
representatives, subcontractors and suppliers. SUBRECIPIENT and CVRM are used
interchangeably in this Agreement.
2. DESCRIPTION OF SERVICES for ESGCV March 1, 2020 – September 30, 2023
SUBRECIPIENT shall provide all services as outlined and specified in Schedule B, Scope of
Services, Attachment I – Assurance of Compliance, Attachment II – Contractor Payment
Request, Attachment III – ESG Supporting Documentation Instructions, Attachment IV – ESG
Time/Activity Report, Attachment V – ITB COARC – 005 and LOI-COARC-006, Attachment VI
–Standard Agreement No. 20-ESGCV1-00009-, all of which are attached hereto and
incorporated herein as referenced.
DESCRIPTION OF SERVICES for HHIP – March 1, 2023 – September 30, 2024
SUBRECIPIENT shall provide all services as outlined and specified in Schedule B, Scope of
Services, Attachment I – Assurance of Compliance, Attachment II – Contractor Payment
Request, Attachment III – Supporting Documentation Instructions, Attachment IV – Time/Activity
Report, Attachment V-ITB COARC-005 and LOI-COARC-006, Attachment VIII HWSCoC-
0004868 all of which are attached hereto and incorporated herein as referenced.
3. PERIOD OF PERFORMANCE
This Agreement shall be effective March 4, 2020(“Effective Date”) and continues in effect
through September 30, 2024, unless terminated earlier. SUBRECIPIENT shall commence
performance upon the Effective Date and shall diligently and continuously perform thereafter
until the end of the period of performance. COUNTY and SUBRECIPIENT agree that all
services provided to the Target Population are estimated to be, and shall be, fully performed by
September 30, 2024.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
Page 6 of 47
4. COMPENSATION
a. ESG
COUNTY shall pay SUBRECIPIENT for services performed, products provided, or expenses
incurred in accordance with Schedule A, “Payment Provisions.” COUNTY is not responsible for
any fees or costs incurred above or beyond the contracted amount and shall have no obligation
to purchase any specified amount of services or product. Unless otherwise specifically stated in
Schedule A, COUNTY shall not be responsible for payment of any of SUBRECIPIENT’s
expenses related to this Agreement. One hundred percent (100%) of ESG-CV2 funds allocated
to SUBRECIPIENT, pursuant to this Agreement, shall be Expended by September 30, 2023
(“Expenditure Deadline”). Any ESG-CV2 funds paid to SUBRECIPIENT, but not Expended
pursuant to this Agreement by September 30, 2023 shall be returned to COUNTY within five (5)
business days. In the event this Agreement is terminated prior to September 30, 2023, any
funds paid to SUBRECIPIENT, but not Expended prior to the date of termination, shall be
returned to COUNTY within five (5) business days of the notice of termination to be returned to
HCD.
b. HHIP
COUNTY shall pay SUBRECIPIENT for services performed, products provided, or
expenses incurred in accordance with Schedule A, “Payment Provisions.” COUNTY is not
responsible for any fees or cost incurred above or beyond the contracted amount and shall
have no obligation to purchase any specified amount of services of product. Unless
otherwise specifically stated in Schedule A, COUNTY shall not be responsible for payment
of any of SUBRECIPIENT’s expenses related to this Agreement. One hundred percent
(100%) of HHIP funds allocated to SUBRECIPIENT, pursuant to this Agreement, shall be
Expended by September 30, 2024 (Expenditure Deadline”). Any HHIP funds paid to
SUBRECIPIENT, but not Expended pursuant to this Agreement by September 30, 2024
shall be returned to COUNTY within five (5) business days. In the event this Agreement
is terminated prior to September 30, 2024 any funds paid to SUBRECIPIENT, but not
Expended prior to the date of termination, shall be returned to COUNTY within five (5)
business days of the notice of termination to be returned to DHCS.
5. AVAILABILITY OF FUNDS/NON-APPROPRIATION OF FUNDS
The obligation of COUNTY for payment under this Agreement is contingent upon and limited by
the availability of funding from which payment can be made. This Agreement is valid and
enforceable only if sufficient funds are made available to COUNTY by HCD. There shall be no
legal liability for payment on the part of COUNTY unless funds are made available for such
payment by HCD. In the event such funds are not forthcoming for any reason, COUNTY shall
immediately notify SUBRECIPIENT in writing and this Agreement shall be deemed terminated
and be of no further force or effect. In the event the funding is reduced, COUNTY shall
immediately notify SUBRECIPIENT in writing and it is mutually agreed that COUNTY has the
option to immediately terminate this Agreement or to amend this Agreement to reflect the
reduction of funds. COUNTY shall make all payments to SUBRECIPIENT that were properly
earned prior to the unavailability or reduction of funding.
6. TERMINATION FOR CONVENIENCE
A. COUNTY may terminate this Agreement without cause upon giving thirty (30) days written
notice served on SUBRECIPIENT stating the extent and effective date of termination.
B. After receipt of the notice of termination, SUBRECIPIENT shall:
(1) Stop all work under this Agreement on the date specified in the notice of termination; and
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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(2) Transfer to COUNTY and deliver in the manner directed by COUNTY any materials,
reports or other products, which, if the Agreement had been completed or continued,
would be required to be furnished to COUNTY.
C. After termination, COUNTY shall make payment only for SUBRECIPIENT’s performance up
to the date of termination in accordance with this Agreement.
D. In the event of such termination, COUNTY may proceed with the work in any manner
deemed proper by COUNTY.
7. TERMINATION FOR CAUSE
A. COUNTY may, at any time, upon five (5) days written notice, terminate this Agreement for
cause, if SUBRECIPIENT refuses or fails to comply with the terms of this Agreement, or fails
to make progress that may endanger performance and does not immediately cure such
failure. Cause shall include, but is not limited to:
(1) SUBRECIPIENT’s failure to comply with the terms or conditions of this Agreement;
(2) use of, or permitting the use of funds provided under this Agreement for any ineligible
activities;
(3) any failure to comply with the deadlines set forth in this Agreement;
(4) violation of any federal or state laws or regulations; or
(5) withdrawal of HCD’s expenditure authority.
B. In addition to the other remedies that may be available to COUNTY in law or equity for
breach of this Agreement, COUNTY may:
(1) Bar the SUBRECIPIENT from applying for future funds;
(2) Revoke any other existing award(s) to the SUBRECIPIENT;
(3) Require the return of any unexpended funds disbursed under this Agreement;
(4) Require repayment of funds disbursed and Expended under this Agreement;
(5) Require the immediate return to COUNTY of all funds derived from the use of funds
including, but not limited to recaptured funds and returned funds;
(6) Seek, in a court of competent jurisdiction, an order for specific performance of the defaulted
obligation or the appointment of a receiver to complete the technical assistance in accordance
with requirements; and,
(7) Seek such other remedies as may be available under this Agreement or any law.
C. After receipt of the notice of termination, SUBRECIPIENT shall:
(1) Stop all work under this Agreement on the date specified in the notice of termination; and
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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(2) Transfer to COUNTY and deliver in the manner directed by COUNTY any materials, reports
or other products, which, if the Agreement had been completed or continued, would be required
to be furnished to COUNTY.
D. In the event of such termination, COUNTY may proceed with the work in any manner
deemed proper by COUNTY.
E. The rights and remedies of COUNTY provided in this section shall be cumulative not
exclusive and are in addition to any other rights or remedies provided by law or this Agreement.
8. REQUEST FOR WAIVER AND WAIVER OF BREACH
Waiver of any provision of this Agreement must be in writing and signed by authorized
representatives of the parties. Any waiver by COUNTY of any breach of any provision of the
terms and conditions herein shall not be deemed, for any purpose, to be a waiver of any
subsequent or other breach of the same or any other term of this Agreement. Failure of COUNTY
to require exact, full and complete compliance with any term of this Agreement shall not be
construed as making any changes to the terms of this Agreement and does not prevent
COUNTY from enforcing the terms of this Agreement.
9. OWNERSHIP, PUBLICATION, REPRODUCTION, AND USE OF MATERIAL
SUBRECIPIENT agrees that all materials, reports, or products, in any form including electronic,
created by SUBRECIPIENT for which SUBRECIPIENT has been compensated by COUNTY
pursuant to this Agreement shall be the sole property of COUNTY. The material, reports or
products may be used by the COUNTY for any purpose that COUNTY deems appropriate,
including but not limited to, duplication and/or distribution within COUNTY or to third parties.
SUBRECIPIENT agrees not to release or circulate, in whole or in part, such materials, reports,
or products without prior written authorization of COUNTY.
10. CONDUCT OF SUBRECIPIENT/ CONFLICT OF INTEREST
A. SUBRECIPIENT covenants that it presently has no interest, including but not limited to, other
projects or contracts, and shall not acquire any such interest, direct or indirect, which would
conflict in any manner or degree with SUBRECIPIENT’s performance under this Agreement.
SUBRECIPIENT further covenants that no person or subcontractor having any such interest
shall be employed or retained by SUBRECIPIENT under this Agreement. SUBRECIPIENT
agrees to inform the COUNTY of all SUBRECIPIENT’s interest, if any, which are or may be
perceived as incompatible with COUNTY’s interests.
B. SUBRECIPIENT shall not, under circumstances which could be interpreted as an attempt to
influence the recipient in the conduct of his/her duties, accept any gratuity or special favor
from individuals or firms with whom SUBRECIPIENT is doing business or proposing to do
business, in fulfilling this Agreement.
C. SUBRECIPIENT or its employees shall not offer gifts, gratuity, favors, and entertainment
directly or indirectly to COUNTY employees.
D. SUBRECIPIENT and its employees shall comply with all applicable provisions of federal and
state laws pertaining to conflict of interests, including but not limited to any applicable conflict
of interest provisions of the California Political Reform Act, Government Code section 87100
et seq., Government Code section 1090, and Public Contract Code sections 10410 and
10411.
11. RECORDS, INSPECTIONS, AND AUDITS
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
Page 9 of 47
A. All performance, including services, workmanship, materials, facilities or equipment utilized
in the performance of this Agreement, shall be subject to inspection and test by COUNTY or
any other regulatory agencies at all times. This may include, but is not limited to, monitoring
or inspecting SUBRECIPIENT performance through any combination of on-site visits,
inspections, evaluations, and SUBRECIPIENT self-monitoring. SUBRECIPIENT shall
cooperate with any inspector or COUNTY representative reviewing compliance with this
Agreement and permit access to all necessary locations, equipment, materials, or other
requested items. SUBRECIPIENT shall establish sufficient procedures to self-monitor the
quality of services/products under this Agreement and shall permit COUNTY or other
inspector to assess and evaluate SUBRECIPIENT’s performance at any time, upon
reasonable notice to the SUBRECIPIENT.
B. SUBRECIPIENT agrees that COUNTY, HCD, or their designees, shall have the right to
review, obtain, and copy all records and supporting documentation pertaining to
performance of this Agreement. SUBRECIPIENT agrees to provide COUNTY, HCD, or their
designees, with any relevant information requested. SUBRECIPIENT agrees to permit
COUNTY, HCD, or their designees, access to its premises, upon reasonable notice, during
normal business hours for the purpose of interviewing employees who might reasonably
have information related to such records and inspecting and copying such books, records,
accounts, and other material that may be relevant to a matter under investigation for the
purpose of determining compliance with Chapter 6 (commencing with Section 50216) of Part
1 of Division 31 of the Health and Safety Code, and all other relevant provisions established
under AB 101 (Chapter 159, Statutes of 2019), program guidance document published on
the website, and this Agreement. SUBRECIPIENT further agrees to retain all records
described in this paragraph for a minimum of five (5) years after the termination of this
Agreement. 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. COUNTY reserves the right to perform or cause to be performed a financial audit. At
COUNTY’s request, the SUBRECIPIENT shall provide, at SUBRECIPIENT’s own expense,
a financial audit prepared by a certified public accountant. Administrative funds may be used
to fund this expense.
(1) If a financial audit is required by COUNTY, the audit shall be performed by an
independent certified public accountant.
(2) The SUBRECIPIENT shall notify COUNTY of the auditor’s name and address
immediately after the selection has been made. The contract for the audit shall allow
access by COUNTY to the independent auditor’s working papers.
(3) The SUBRECIPIENT is responsible for the completion of audits and all costs of
preparing audits.
(4) If there are audit findings, the SUBRECIPIENT must submit a detailed response
acceptable to COUNTY for each finding within ninety (90) days from the date of the
audit finding report.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
Page 10 of 47
12. CONFIDENTIALITY
A. SUBRECIPIENT shall maintain the privacy and confidentiality of all information and records,
regardless of format, received pursuant to this Agreement (“confidential information”).
Confidential information includes, but is not limited to, unpublished or sensitive technological
or scientific information; medical, personnel, or security records; material requirements or
pricing/purchasing actions; COUNTY information or data which is not subject to public
disclosure; COUNTY operational procedures; and knowledge of selection of contractors,
subcontractors or suppliers in advance of official announcement.
B. SUBRECIPIENT shall ensure that no person will publish, disclose, use or cause to be
disclosed such confidential information pertaining to any applicant or recipient of services.
SUBRECIPIENT shall protect from unauthorized disclosure names and other identifying
information concerning person receiving services pursuant to this Agreement.
SUBRECIPIENT shall ensure case records or personal information is kept confidential when
it identifies an individual by name, address, or other specific information. SUBRECIPIENT
shall not use such information for any purpose other than carrying out SUBRECIPIENT’s
obligations under this Agreement. SUBRECIPIENT shall comply with Welfare and
Institutions Code Section (WIC) 10850.
C. SUBRECIPIENT shall take special precautions, including but not limited to, sufficient training
of SUBRECIPIENT’s staff before they begin work, to protect such confidential information
from loss or unauthorized use, access, disclosure, modification or destruction.
D. SUBRECIPIENT shall promptly transmit to COUNTY all third party requests for disclosure
of confidential information. SUBRECIPIENT shall not disclose such information to anyone
other than COUNTY except when disclosure is specifically permitted by this Agreement or
as authorized in writing in advance by COUNTY.
13. HOLD HARMLESS/INDEMNIFICATION
A. SUBRECIPIENT shall indemnify and hold harmless the County of Riverside, its Agencies,
Districts, Special Districts and Departments, their respective directors, officers, Board of
Supervisors, elected and appointed officials, employees, agents and representatives
(individually and collectively hereinafter referred to as Indemnitees) from any liability, action,
claim or damage whatsoever, based or asserted upon any services of SUBRECIPIENT, its
officers, employees, subcontractors, agents or representatives arising out of or in any way
relating to this Agreement, including but not limited to property damage, bodily injury, or
death or any other element of any kind or nature. SUBRECIPIENT shall defend the
Indemnitees at its sole expense including all costs and fees (including, but not limited, to
attorney fees, cost of investigation, defense and settlements or awards) in any claim or
action based upon such acts, omissions or services.
B. With respect to any action or claim subject to indemnification herein by SUBRECIPIENT,
SUBRECIPIENT shall, at their sole cost, have the right to use counsel of their own
choice, subject to the approval of COUNTY which shall not be unreasonably withheld,
and shall have the right to adjust, settle, or compromise any such action or claim without
the prior consent of COUNTY; provided, however, that any such adjustment, settlement
or compromise in no manner whatsoever limits or circumscribes SUBRECIPIENT
indemnification to Indemnitees as set forth herein.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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C. SUBRECIPIENT’s obligation hereunder shall be satisfied when SUBRECIPIENT has
provided to COUNTY the appropriate form of dismissal relieving COUNTY from any
liability for the action or claim involved.
D. The specified insurance limits required in this Agreement shall in no way limit or
circumscribe SUBRECIPIENT’s obligations to indemnify and hold harmless the
Indemnitees herein from third party claims.
14. INSURANCE
A. Without limiting or diminishing SUBRECIPIENT’s obligation to indemnify or hold COUNTY
harmless, SUBRECIPIENT shall procure and maintain or cause to be maintained, at its sole
cost and expense, the following insurance coverages during the term of this Agreement. As
respects to the insurance section only, COUNTY herein refers to the County of Riverside,
its agencies, districts, special districts, and departments, their respective directors, officers,
Board of Supervisors, employees, elected or appointed officials, agents, or representatives
as Additional Insureds.
B. Any insurance carrier providing insurance coverage hereunder shall be admitted to the State
of California and have an AM BEST rating of not less than A: VIII (A:8) unless such
requirements are waived, in writing, by the COUNTY Risk Manager. If the COUNTY’s Risk
Manager waives a requirement for a particular insurer such waiver is only valid for that
specific insurer and only for one policy term.
C. SUBRECIPIENT’s insurance carrier(s) must declare its insurance self-insured retentions. If
such self-insured retentions exceed $500,000 per occurrence such retentions shall have the
prior written consent of the COUNTY Risk Manager before the commencement of operations
under this Agreement. Upon notification of self-insured retention unacceptable to COUNTY,
and at the election of the COUNTY’s Risk Manager, SUBRECIPIENT’s carriers shall either;
1) reduce or eliminate such self-insured retentions as respects to this Agreement with
COUNTY, or 2) procure a bond which guarantees payment of losses and related
investigations, claims administration, and defense costs and expenses.
D. SUBRECIPIENT shall cause SUBRECIPIENT’s insurance carrier(s) to furnish the COUNTY
with either 1) a properly executed original certificate(s) of insurance and certified original
copies of endorsements effecting coverage as required herein, or 2) if requested to do so
orally or in writing by the COUNTY Risk Manager, provide original certified copies of policies,
including all endorsements and all attachments thereto, showing such insurance is in full
force and effect. Further, said certificate(s) and policies of insurance shall contain the
covenant of the insurance carrier(s) that thirty (30) calendar days’ written notice shall be
given to the COUNTY prior to any material modification, cancellation, expiration or reduction
in coverage of such insurance. In the event of a material modification, cancellation,
expiration, or reduction in coverage, this Agreement shall terminate forthwith, unless the
COUNTY receives, prior to such effective date, another properly executed original certificate
of insurance and original copies of endorsements or certified original policies, including all
endorsements and attachments thereto evidencing coverages set forth herein and the
insurance required herein is in full force and effect. SUBRECIPIENT shall not commence
operations until the COUNTY has been furnished original certificate(s) of insurance and
certified original copies of endorsements and if requested, certified original policies of
insurance including all endorsements and any and all other attachments as required in this
section. An individual authorized by the insurance carrier to do so on its behalf shall sign the
original endorsements for each policy and the certificate of insurance.
HHPWSCoC-HHIP-01
First Amended and Restated Agreement
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E. It is understood and agreed to by the parties hereto that SUBRECIPIENT’s insurance shall
be construed as primary insurance, and COUNTY's insurance and/or deductibles and/or
self-insured retentions or self-insured programs shall not be construed as contributory.
F. If, during the term of this Agreement or any extension thereof, there is a material change in
the scope of services, or there is a material change in the equipment to be used in the
performance of the scope of work which will add additional exposures (such as the use of
aircraft, watercraft, cranes, etc.), or the term of this Agreement, including any extensions
thereof, exceeds five (5) years, the COUNTY reserves the right to adjust the types of
insurance required under this Agreement and the monetary limits of liability for the insurance
coverages currently required herein if, in the COUNTY Risk Manager's reasonable
judgment, the amount or type of insurance carried by the SUBRECIPIENT has become
inadequate.
G. SUBRECIPIENT shall pass down the insurance obligations contained herein to all tiers of
subcontractors working under this Agreement.
H. The insurance requirements contained in this Agreement may be met with a program of self-
insurance acceptable to COUNTY.
I. SUBRECIPIENT agrees to notify COUNTY of any claim by a third party or any incident or
event that may give rise to a claim arising from the performance of this Agreement.
15. WORKER’S COMPENSATION
If SUBRECIPIENT has employees as defined by the State of California, SUBRECIPIENT shall
maintain statutory Worker’s Compensation Insurance (Coverage A) as prescribed by the laws
of the State of California. Policy shall include Employers’ Liability (Coverage B) including
Occupational Disease with limits not less than $1,000,000 per person per accident. The policy
shall be endorsed to waive subrogation in favor of the County of Riverside, and, if applicable, to
provide a Borrowed Servant/Alternate Employer Endorsement.
16. VEHICLE LIABILITY
If vehicles or mobile equipment are used in the performance of the obligations under this
Agreement, then SUBRECIPIENT shall maintain liability insurance for all owned, non-owned or
hired vehicles so used in an amount not less than $1,000,000 per occurrence combined single
limit. If such insurance contains a general aggregate limit, it shall apply separately to this
Agreement or be no less than two (2) times the occurrence limit. Policy shall name COUNTY as
Additional Insured.
17. COMMERCIAL GENERAL LIABILITY
Commercial General Liability insurance coverage, including but not limited to, premises liability,
unmodified contractual liability, products and completed operations liability, personal and
advertising injury, and cross liability coverage, covering claims which may arise from or out of
SUBRECIPIENT’s performance of its obligations hereunder. Policy shall name the COUNTY as
Additional Insured. Policy’s limit of liability shall not be less than $1,000,000 per occurrence
combined single limit. If such insurance contains a general aggregate limit, it shall apply
separately to this Agreement or be no less than two (2) times the occurrence limit.
18. INDEPENDENT CONTRACTOR
The SUBRECIPIENT is, for purposes relating to this Agreement, an independent contractor and
shall not be deemed an employee of the COUNTY. It is expressly understood and agreed that
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the SUBRECIPIENT (including its employees, agents, and subcontractors) shall in no event be
entitled to any benefits to which COUNTY employees are entitled, including but not limited to,
overtime, any retirement benefits, workers’ compensation benefits, health benefits, and injury
leave or other leave benefits. COUNTY shall not be required to make any deductions for
SUBRECIPIENT’s employees from the compensation payable to SUBRECIPIENT under this
Agreement. There shall be no employer-employee relationship between the parties and
SUBRECIPIENT shall hold COUNTY harmless from any and all claims that may be made
against COUNTY based upon any contention by a third party that an employer-employee
relationship exists by reason of this Agreement. It is further understood and agreed by the
parties that SUBRECIPIENT in the performance of this Agreement is subject to the control or
direction of COUNTY merely as to the results to be accomplished and not as to the means and
methods for accomplishing the results.
19. PROFESSIONAL LIABILITY
SUBRECIPIENT shall maintain Professional Liability Insurance providing coverage for the
SUBRECIPIENT’s performance of work included within this Agreement, with a limit of liability of
not less than $1,000,000 per occurrence and $2,000,000 annual aggregate. If
SUBRECIPIENT’s Professional Liability Insurance is written on a claims made basis rather than
an occurrence basis, such insurance shall continue through the term of this Agreement and
SUBRECIPIENT shall purchase at its sole expense either 1) an Extended Reporting
Endorsement (also, known as Tail Coverage); or 2) Prior Dates Coverage from new insurer with
a retroactive date back to the date of, or prior to, the inception of this Agreement; or 3)
demonstrate through Certificates of Insurance that SUBRECIPIENT has maintained continuous
coverage with the same or original insurer. Coverage provided under items 1), 2), or 3) will
continue as long as the law allows.
20. USE BY POLITICAL ENTITIES
The SUBRECIPIENT agrees to extend the same pricing, terms and conditions as stated in this
Agreement to each and every political entity, special district, and related non-profit entity in
Riverside County and under certain circumstances entities located in the State of California. It
is understood that other entities shall make purchases in their own name, make direct payment,
and be liable directly to the SUBRECIPIENT; and COUNTY shall in no way be responsible to
SUBRECIPIENT for other entities’ purchases.
21. LICENSES AND PERMITS
If applicable, SUBRECIPIENT shall be licensed and have all permits as required by Federal,
State, COUNTY, or other regulatory authorities at the time the proposal is submitted to COUNTY
and throughout the term of this Agreement. SUBRECIPIENT warrants that it has all necessary
permits, approvals, certificates, waivers, and exceptions necessary for performance of this
Agreement.
22. NO DEBARMENT OR SUSPENSION
A. SUBRECIPIENT is not eligible to receive grant funds if SUBRECIPIENT is not licensed and
in good standing in California or is listed on the Federal Consolidated List of Debarred,
Suspended and Ineligible Contractors.
B. SUBRECIPIENT certifies that it is not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from covered transactions by a
federal department or agency; has not within a three-year period preceding this Agreement
been convicted of or had a civil judgment rendered against it for the commission of fraud or
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a criminal offense in connection with obtaining, attempting to obtain, or performing a public
(federal, state or local) transaction; violation of federal or state anti-trust status; commission
of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property; is not presently indicted or otherwise criminally or
civilly charged by a government entity (federal, state or local) with commission of any of the
offenses enumerated herein; and has not within a three-year period preceding this
Agreement had one or more public transactions (federal, state or local) terminated for cause
or default.
23. COMPLIANCE WITH RULES, REGULATIONS, AND DIRECTIVES
SUBRECIPIENT shall comply with all applicable state and federal laws, rules, regulations,
requirements, and directives which impose duties and regulations upon COUNTY as though
made with SUBRECIPIENT directly that pertain to construction, health and safety, labor, fair
employment practices, environmental protection, equal opportunity, fair housing, federal, state,
and local housing and building codes, and all other matters applicable and/or related to the ESG
Program, the COUNTY, the SUBRECIPIENT, the SUBRECIPIENT’s subcontractors, and the
Project, including but not limited to the provisions of 42 USC 11371 – 42 USC 11378, 24 CFR
Part 576, 2 CFR Part 200, and 25 CCR Section 8400 et seq. as shall be amended from time to
time. In addition, SUBRECIPIENT shall comply with all applicable provisions of Standard
Agreement No. 20-ESGCV1-0009 including as set forth in Schedule B, Section B.1, and any
applicable COUNTY policies and procedures, including but not limited to:
a. County of Riverside Continuum of Care Written Standards:
https://www.harivco.org/Portals/0/Documents/coc-written-standards-amended-
82218.pdf?ver=2020-08-07-153345-780
b. County of Riverside Continuum of Care Board of Governance Charter:
https://www.harivco.org/Portals/0/Governance%20Charter%20Amended%2010-28-
2021.pdf
c. County of Riverside Continuum of Care Homeless Management Information System
(HMIS) Charter:
https://www.harivco.org/Portals/0/Documents/county-of-riverside-coc-hmis-charter-rev-12-
7-17-final.pdf?ver=2020-08-05-113900-583
In the event that there is a conflict between the various laws or regulations that may apply, the
SUBRECIPIENT shall comply with the more restrictive law or regulation.
24. INSPECTIONS
A. The COUNTY shall 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 the COUNTY’s agreement with HCD.
B. HCD shall have 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 the COUNTY’s agreement with HCD.
C. SUBRECIPIENT shall correct all work that is determined based on such inspections not to
conform to the applicable requirements and COUNTY shall withhold payments to the
SUBRECIPIENT until it is corrected.
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25. CORE COMPONENTS OF HOUSING FIRST
SUBRECIPIENT shall ensure that any housing-related activities funded with ESG-CV2 funds
must be in compliance or otherwise aligned with the Core Components of Housing First,
pursuant to Welfare and Institutions Code Section 8255(b).
26. EMPLOYMENT PRACTICES
A. SUBRECIPIENT shall comply with all federal and state statutes and regulations in the hiring
of its employees.
B. SUBRECIPIENT shall not discriminate in its recruiting, hiring, promoting, demoting, or
terminating practices on the basis of race, religious creed, color, national origin, ancestry,
physical handicap, medical condition, marital status, age, or sex in the performance of this
Agreement and, if applicable, with the provisions of the Fair Employment and Housing Act
(FEHA) and the Federal Civil Rights Act of 1964 (P. L. 88-352).
C. In the provision of benefits, SUBRECIPIENT shall certify and comply with Public Contract
Code 10295.3 and not discriminate between employees with spouses and employees with
domestic partners, or discriminate between the domestic partners and spouses of those
employees. For the purpose of this section, “domestic partner” means one of two persons
who have filed a declaration of domestic partnership with the Secretary of State pursuant to
Division 2.5 (commencing with Section 297) of the Family Code.
D. By signing this Agreement or accepting funds under this Agreement, SUBRECIPIENT shall
comply with Executive Order 11246 of September 24, 1965, entitled “Equal Employment
Opportunity,” as amended by Department of Labor regulations (41 CFR Chapter 60).
27. CHILD SUPPORT COMPLIANCE ACT
A. The SUBRECIPIENT 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
B. The SUBRECIPIENT, 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 the
New Hire Registry maintained by the California Employment Development Department
(EDD).
C. In order to comply with child support enforcement requirements of the State of California,
the COUNTY may be required to submit a Report of Independent Contractor(s) form DE 542
to the Employment Development Department. The SUBRECIPIENT agrees to furnish the
required data and certifications to the COUNTY within ten (10) days when required by the
EDD. This data will be transmitted to governmental agencies charged with the establishment
and enforcement of child support orders. Failure of the SUBRECIPIENT to comply with all
federal and state reporting requirements for child support enforcement or to comply with all
lawfully served Wage and Earnings Assignments Orders and Notices of Assignment shall
constitute a material breach of this Agreement. If SUBRECIPIENT has any questions
concerning this reporting requirement, please call (916) 657-0529. SUBRECIPIENT should
also contact its local Employment Tax Customer Service Office listed in the telephone
directory in the State Government section under “Employment Development Department” or
access their Internet site at www.edd.ca.gov.
28. DRUG FREE WORKPLACE CERTIFICATION
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By signing this Agreement, SUBRECIPIENT, 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:
(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).
(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 workplace;
b. SUBRECIPIENT’s policy of maintaining a drug-free workplace;
c. Any available counseling, rehabilitation, and employee assistance programs; and,
d. Penalties that may be imposed upon employees, contractors, and subcontractors for
drug abuse violations.
(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 SUBRECIPIENT’S drug-free policy statement; and,
b. Will agree to abide by terms of SUBREECIPIENT’S condition of employment or
Subcontract.
27. PERSONNEL
A. Upon request by COUNTY, SUBRECIPIENT agrees to make available to COUNTY a current
list of personnel that are providing services under this Agreement who have contact with
children or adult Participants. The list shall include:
(1) All staff who work full or part-time positions by title, including volunteer positions;
(2) A brief description of the functions of each position and hours each position worked; and
(3) The professional degree, if applicable and experience required for each position.
B. COUNTY has the sole discretion to approve or not approve any person on the
SUBRECIPIENT’s list that has been convicted of any crimes involving sex, drugs or violence,
or who is known to have a substantiated report of child abuse, as defined in Penal Code
Section 11165.12, who occupies positions with supervisory or disciplinary power over
minors, or who occupies supervisory or teaching positions over adult Participants. COUNTY
shall notify SUBRECIPIENT in writing of any person not approved, but to protect Participant
confidentiality, may not be able to disclose the reason(s) for non-approval. Upon notification,
SUBRECIPIENT shall immediately remove that person from providing services under this
Agreement.
C. Background Checks
SUBRECIPIENT shall conduct criminal background record checks on all individuals
providing services under this Agreement. Prior to these individuals providing services
to Participants, SUBRECIPIENT shall have received a criminal record from the State of
California Department of Justice (DOJ). A signed certification of such criminal record
and, as appropriate, a signed justification and clearance from Contractor or Designee
demonstrating fitness to perform duties shall be retained in each individual’s personnel
file. The use of criminal records for the purposes of employment decisions must comply
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with the Office of Federal Contract Compliance Programs Directive 2013-02 “Complying
with Nondiscrimination Provisions: Criminal Record Restrictions and Discrimination
Based on Race and National Origin” and California Government Code § 12952.
30. LOBBYING
A. SUBRECIPIENT certifies no federal appropriated funds have been paid or will be paid, by or
on behalf of it, to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with the awarding of any federal contract, the
cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant loan or cooperative agreement.
B. If any funds other than federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the underlying federal contract, grant, loan, or cooperative
agreement, SUBRECIPIENT shall complete and submit Standard Form LLL, “Disclosure
Form to Report Lobbying,” in accordance with its instructions.
C. SUBRECIPIENT shall require that the language of this certification be included in all contracts
or subcontracts entered into in connection with this Agreement and that all
SUBRECIPIENT’s subcontractors shall certify and disclose accordingly.
31. ADVERSE GOVERNMENT ACTION
In the event any action of any department, branch or bureau of the federal, state, or local
government has a material adverse effect on either party in the performance of their obligations
hereunder, then that party shall notify the other of the nature of this action, including in the notice
a copy of the adverse action. The parties shall meet within thirty (30) calendar days and shall,
in good faith, attempt to negotiate a modification to this Agreement that minimizes the adverse
effect. Notwithstanding the provisions herein, if the parties fail to reach a negotiated modification
concerning the adverse action, then the affected party may terminate this Agreement by giving
at least one hundred eighty (180) calendar days’ notice or may terminate sooner if agreed to by
both parties.
32. SUBCONTRACTS
A. No contract shall be made by the SUBRECIPIENT with any other party for furnishing any of
the work or services under this Agreement without the prior written approval of the COUNTY
and HCD. A subcontractor is not eligible to furnish any of the work or services under this
Agreement, and is not eligible to receive grant funds, if the subcontractor is not licensed and
in good standing in California or is listed on the Federal Consolidated List of Debarred,
Suspended and Ineligible Contractors.
B. SUBRECIPIENT shall not propose to enter into any subcontract with any subcontractor who:
(1) Is presently debarred, suspended, proposed for debarment or suspension, or declared
ineligible or voluntarily excluded from covered transactions by a federal department or
agency;
(2) Has within a three-year period preceding this Agreement been convicted of or had a civil
judgment rendered against them for the commission of fraud; a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state or
local) transaction; violation of federal or state anti-trust status; commission of
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embezzlement, theft, forgery, bribery; falsification or destruction of records; making false
statements; or receiving stolen property;
(3) Is presently indicted or otherwise criminally or civilly charged by a government entity
(federal, state or local) with commission of any of the offenses enumerated in the
paragraph above; or
(4) Has within a three-year period preceding this Agreement had one or more public
transactions (federal, state or local) terminated for cause or default.
C. SUBRECIPIENT shall be fully responsible for the acts or omissions of its subcontractors and
the subcontractors’ employees.
D. SUBRECIPIENT shall insert clauses in all subcontracts to bind its subcontractors to the
terms and conditions of this Agreement.
E. Nothing contained in this Agreement shall create a contractual relationship between any
subcontractor or supplier of SUBRECIPIENT and COUNTY.
33. SUPPLANTATION
SUBRECIPIENT shall not supplant any federal, state or COUNTY funds intended for the
purpose of this Agreement with any funds made available under any other agreement.
SUBRECIPIENT shall not claim reimbursement from COUNTY for any sums which have been
paid by another source of revenue. SUBRECIPIENT agrees that it will not use funds received
pursuant to this Agreement, either directly or indirectly, as a contribution or compensation for
purposes of obtaining state funds under any state program or COUNTY funds under any
COUNTY programs without prior approval of COUNTY.
34. ASSIGNMENT
SUBRECIPIENT shall not assign or transfer any interest in this Agreement without the prior
written consent of COUNTY. Any attempt to assign or transfer any interest without written
consent of COUNTY shall be deemed void and of no force or effect.
35. FORCE MAJEURE
If either party is unable to comply with any provision of this Agreement due to causes beyond
its reasonable control and which could not have been reasonably anticipated, such as acts of
God, acts of war, civil disorders, or other similar acts, such party shall not be held liable for such
failure to comply.
36. GOVERNING LAW
This Agreement shall be governed by the laws of the State of California. Any legal action related
to the interpretation or performance of this Agreement shall be filed only in the Superior Court
of the State of California located in Riverside, California, and the parties waive any provision of
law providing for a change of venue to another location. In the event any provision in this
Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the
remaining provisions will nevertheless continue in full force without being impaired or invalidated
in any way.
37. DISPUTES
A. The parties shall attempt to resolve any disputes amicably at the working level. If that is not
successful, the dispute shall be referred to the senior management of the parties. Any
dispute relating to this Agreement which is not resolved by the parties shall be decided by
COUNTY’s Compliance Contract Officer who shall furnish the decision in writing. The
decision of COUNTY’s Compliance Contract Officer shall be final and conclusive unless
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determined by a court to have been fraudulent, capricious, arbitrary, or so grossly erroneous
as necessarily to imply bad faith. SUBRECIPIENT shall proceed diligently with the
performance of this Agreement pending resolution of a dispute.
B. Prior to the filing of any legal action related to this Agreement, the parties shall be obligated
to attend a mediation session in Riverside County before a neutral third party mediator. A
second mediation session shall be required if the first session is not successful. The parties
shall share the cost of the mediations.
38. ADMINISTRATIVE/CONTRACT LIAISON
Each party shall designate a liaison that will be the primary point of contact regarding this
Agreement.
39. CIVIL RIGHTS COMPLIANCE
A. Assurance of Compliance
SUBRECIPIENT shall complete the “Assurance of Compliance with Riverside County
Housing, Homelessness Prevention and Workforce Solutions Non-Discrimination in State
and Federally Assisted Programs,” attached as Attachment I. SUBRECIPIENT shall sign
and date Attachment I and return it to COUNTY along with the executed Agreement.
SUBRECIPIENT shall ensure that the administration of public assistance and social service
programs are non-discriminatory. To the effect that no person shall because of ethnic group
identification, age, sex, color, disability, medical condition, national origin, race, ancestry,
marital status, religion, religious creed or political belief be excluded from participation in or
be denied the benefits of, or be otherwise subject to discrimination under any program or
activity receiving federal or state financial assistance.
B. Participant Complaints
SUBRECIPIENT shall further establish and maintain written referral procedures under which
any person, applying for or receiving services hereunder, may seek resolution from
COUNTY of a complaint with respect to any alleged discrimination in the provision of
services by SUBRECIPIENT's personnel. SUBRECIPIENT must distribute to social service
clients that apply for and receive services, “Your Rights Under California Welfare Programs”
brochure (Publication 13). For copies of this brochure, visit the following website at:
http://www.cdss.ca.gov/inforesources/Civil-Rights/Your-Rights-Under-California-Welfare-
Programs
Civil Rights Complaints should be referred to:
Program Manager
Riverside County Housing, Homelessness Prevention and Workforce Solutions
3403 Tenth Street, Suite 300
Riverside CA. 92501
C. Services, Benefits and Facilities
SUBRECIPIENT shall not discriminate in the provision of services, the allocation of benefits,
or in the accommodation in facilities on the basis of color, race, religion, national origin, sex,
age, sexual preference, physical or mental handicap in accordance with Title VI of the Civil
Rights Act of 1964, 42 U.S.C. Section 2000d and all other pertinent rules and regulations
promulgated pursuant thereto, and as otherwise provided by State law and regulations, as
all may now exist or be hereafter amended or changed. For the purpose of this Section,
discrimination means denying a Participant or potential Participant any service, benefit, or
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accommodation that would be provided to another and includes, but is not limited to, the
following:
(1) Denying a Participant any service or benefit or availability of a facility.
(2) Providing any service or benefit to a Participant which is different, or is provided in a
different manner, or at a different time or place from that provided to other Participants
on the basis of race, color, creed or national origin.
(3) Restricting a Participant in any way in the enjoyment of any advantage or privilege
enjoyed by others receiving any service or benefit. Treating a Participant differently from
others in satisfying any admission requirement or condition, or eligibility requirement or
condition, which individuals must meet in order to be provided any service or benefit.
D. Cultural Competency
SUBRECIPIENT shall cause to be available bilingual professional staff or qualified
interpreter to ensure adequate communication between Participants and staff. Any individual
with limited English language capability or other communicative barriers shall have equal
access to services. For the purpose of this Section, a qualified interpreter is defined as
someone who is fluent in English and in the necessary second language, can accurately
speak, read and readily interpret the necessary second language and/or accurately sign and
read sign language. A qualified interpreter must be able to translate in linguistically
appropriate terminology necessary to convey information such as symptoms or instructions
to the Participant in both languages.
40. NOTICES
All notices, Invoices, financial documents, claims, correspondence, or statements authorized or
required by this Agreement shall be deemed effective three (3) business days after they are
made in writing and deposited in the United States mail addressed as follows:
COUNTY:
Housing, Homelessness Prevention and Workforce Solutions
3403 Tenth St. Ste. 300
Riverside, CA 92501
SUBRECIPIENT:
City of Lake Elsinore
130 South Main Street
Lake Elsinore, CA 92530
41. SIGNED IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which when executed
shall constitute a duplicate original, but all counterparts together shall constitute a single
agreement.
42. ELECTRONIC SIGNATURES (after SIGNED IN COUNTERPARTS
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This Agreement may be executed in any number of counterparts, each of which will be an
original, but all of which together will constitute one instrument. Each party of this Agreement
agrees to the use of electronic signatures, such as digital signatures that meet the requirements
of the California Uniform Electronic Transactions Act ((“CUETA”) Cal. Civ. Code §§ 1633.1 to
1633.17), for executing this Agreement. The parties further agree that the electronic signatures
of the parties included in this Agreement are intended to authenticate this writing and to have
the same force and effect as manual signatures. Electronic signature means an electronic
sound, symbol, or process attached to or logically associated with an electronic record and
executed or adopted by a person with the intent to sign the electronic record pursuant to the
CUETA as amended from time to time. The CUETA authorizes use of an electronic signature
for transactions and contracts among parties in California, including a government agency.
Digital signature means an electronic identifier, created by computer, intended by the party
using it to have the same force and effect as the use of a manual signature, and shall be
reasonably relied upon by the parties. For purposes of this section, a digital signature is a type
of "electronic signature" as defined in subdivision (i) of Section 1633.2 of the Civil Code.
43. MODIFICATION OF TERMS
This Agreement may be modified only by a written amendment signed by authorized
representatives of both parties.
44. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the parties with respect to the subject
matter hereof. All prior or contemporaneous agreements of any kind or nature relating to the
same subject matter shall be of no force or effect.
IN WITNESS WHEREOF, the parties hereto have caused their duly authorized representatives to
execute this Agreement.
Authorized Signature for SUBRECIPIENT:
Authorized Signature for COUNTY:
Printed Name of Person Signing:
Printed Name of Person Signing:
Heidi Marshall
Title:
City Manager
Title: Director
Date Signed: Date Signed:
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Schedule A
Payment Provisions
A.1 METHOD, TIME, AND CONDITIONS OF PAYMENT
a. SUBRECIPIENT shall be reimbursed by COUNTY, for an amount not to exceed $886,676.50
Said funds shall be spent according to the Budget shown below.
The table above may be changed (without changing the Total amount) with written approval
from HWS.
ESG-CV - Street Outreach
March 4, 2020–September 30,
2023
Direct Staffing Costs $353,390.00
Other Direct Costs $13,500.00
Indirect Costs $18,344.50
Emergency Shelter
March 4, 2020–September 30,
2023
Direct Staffing Costs $143,500.00
Other Direct Costs $138,669.50
Indirect Costs $14,102.50
HHIP Funding
Street Outreach
March 1, 2023 – September 30,
2024
Direct Staffing Costs $178,900.00
Other Direct Costs $16,500.00
Indirect Costs $9,770.00
TOTAL $886,676.50
b. SUBRECIPIENT shall be reimbursed for eligible costs only. SUBRECIPIENT shall submit
claims for reimbursement of eligible costs on a monthly basis no later than thirty (30) days
after the end of each month in which the costs were incurred. Each claiming period shall
consist of a calendar month.
c. With each claim for reimbursement of eligible costs, SUBRECIPIENT shall submit:
1. Contractor Payment Request, example of which is attached hereto as Attachment II
and incorporated herein by this reference;
2. Time/Activity Report Attachment IV and Performance Monthly Report Attachment IX,
an example of Time/Activity Report Attachment IV and Monthly Performance Report
Attachment IX of which are attached hereto as Attachment IV and Attachment IX are
incorporated herein by this reference; and
3. The required supporting documentation set forth in Attachment III, Supporting
Documentation Instructions, attached hereto and incorporated herein by this
reference. If the required supporting documentation is not provided, COUNTY may
delay payment until the documentation is received by COUNTY. COUNTY 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 Agreement.
d. All complete claims submitted in a timely manner shall be processed within forty-five (45)
calendar days. COUNTY is the pass-thru agency for these funds. Once a claim is reviewed
and approved, COUNTY shall submit a Request for Funds to the State. When the requested
funds are received from the State, COUNTY shall remit payment to the SUBRECIPIENT. In
total, this process can take 4-6 weeks.
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e. All ESG Program funds shall be expended by the termination date of this Agreement, or by
the deadline to expend Program funds as set forth in Standard Agreement No. 20-ESGCV1-
0009 between HCD and the County of Riverside, whichever comes first.
f. Disallowed Costs include, but not limited to, any ineligible costs by the program and funder
and any costs that can be avoided or minimized under proper management and accounting
principles such as late fees and penalty, as determined by HWS and/or any Federal/State
funder.”
g. All HHIP funds shall be expended by September 30, 2024.
A.3 WITHHELD PAYMENTS
Payments to SUBRECIPIENT may be withheld by COUNTY if SUBRECIPIENT fails to comply
with any provision of this Agreement.
A.4 DISALLOWANCE
If SUBRECIPIENT receives payment under this Agreement which is later disallowed by
COUNTY for nonconformance with this Agreement, SUBRECIPIENT shall be required to
promptly reimburse these funds to COUNTY and shall be prohibited from submitting to COUNTY
reimbursement requests for subsequent ESG Program funds until COUNTY is fully reimbursed
or, at its option, COUNTY may offset the amount disallowed from any payment due to
SUBRECIPIENT.
If it is determined that a SUBRECIPIENT falsified any certification, RFP information, financial,
or contract report, SUBRECIPIENT shall be required to reimburse the full amount of the ESG
Program award to COUNTY, and may be prohibited from any further participation in the ESG
Program. COUNTY may impose any other actions permitted under 24 CFR 576.501 (c).
A.5 FISCAL ACCOUNTABILITY
a. SUBRECIPIENT agrees to manage funds received through COUNTY in accordance with
sound accounting policies; incur and claim only eligible costs for reimbursement; and adhere
to accounting standards established in 2 CFR Part 200.
b. SUBRECIPIENT must establish and maintain on a current basis an accrual accounting
system in accordance with generally accepted accounting principles and standards. Further,
SUBRECIPIENT must develop an accounting procedure manual. Said manual shall be
made available to COUNTY upon request or during fiscal monitoring visits.
A.6 BUDGET AMENDMENTS
SUBRECIPIENT shall make no changes to the budget without first obtaining written approval
from the COUNTY. Any budget amendments must be requested by the SUBRECIPIENT in
writing.
A.7 FINAL REIMBURSEMENT
Unless approved by HWS in writing, all final requests for reimbursement of authorized ESG-
CV2 expenditures under this Grant must be submitted to HWS no later than September 30,
2023 and all final request for reimbursement of authorized HHIP expenditures under this Grant
must be submitted to HWS no later than September 30, 2024.
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Schedule B
Scope of Services
B.1 GENERAL REQUIREMENTS
SUBRECIPIENT shall adhere to all applicable provisions outlined in Standard Agreement No.
20-ESGCV1-00009 and IEHP Agreement HWSCoC-0004868, and SUBRECIPIENT shall
cooperate with COUNTY in fulfilling its obligations under Standard Agreement No. 20-ESGCV1-
00009 (Attachment VI) from March 04, 2020 through September 30, 2023 and HWSCoC-
0004868 IEHP Agreement (Attachment VIII) from March 01, 2023 through September 30, 2024.
In addition, SUBRECIPIENT shall:
a. Be responsible for the overall administration of the Project, including overseeing all
subcontractors, Participant services, case management, medical care, social services
support, and legal support. SUBRECIPIENT shall also provide Participant linkages to other
sources of support. SUBRECIPIENT shall keep records and reports established to complete
the Project in an effective and efficient manner. These records and reports must include
racial and ethnic data on Participants for program monitoring and evaluation.
b. Be responsible for meeting the requirements included in Invitation to Bid (ITB) COARC-005
(Attachment V), and LOI-COARC-006 (Attachment VI), Standard Agreement No. 20-
ESGCV1-0009 between HCD and COUNTY (Attachment VII) and HWSCoC-0004868
between IEHP and COUNTY (Attachment VIII). ITB-COARC-005, LOI-COARC-006
,Standard Agreement No. 20-ESGCV1-0009 between HCD and COUNTY and HWSCoC-
0004868 between IEHP and COUNTY are incorporated herein by this reference. In the
event any provisions of these documents conflict with each other or this Agreement, the
order of precedence shall be as follows: (1) Standard Agreement No. 20-ESGCV1-0009
between HCD and COUNTY from March 04, 2020 through September 30, 2023, (2)
HWSCoC-0004868 IEHP Agreement March 1, 2023 through September 30, 2024, (3) this
Agreement, (4) ITB-COARC-005, and (5) LOI-COARC-006.
c. Ensure that all ESG Program participants comply with the regulations applicable to the ESG
to the ESG Program as set forth in 24 CFR Part 58, and 24 CFR Part 576. Additionally,
nonprofit organizations funded by the ESG Program shall comply with the requirements of
24 CFR Part 84 as though they were sub recipients pursuant to 24 CFR Part 84. Also, units
of general local government funded by the ESG Program shall comply with the requirements
of 24 CFR Part 85. In the event that any federal or state laws or regulations, including without
limitation regulations by the Department of Housing and Urban Development (“HUD”) add,
delete, modify, or otherwise change any statutory or regulatory requirements concerning the
use or administration of these funds, SUBRECIPIENT shall comply with such requirements,
as amended.
d. Participate in and accept its Participant referrals from the CoC CES. The CES is a part of
the Riverside County CoC’s cohesive and integrated housing crisis response system with
existing programs, bringing them together into a “no-wrong-door” system. The CES is
designed to coordinate program Participant intake, assessment, and provision of referrals.
CES participation is a federal and state requirement under HEARTH Act 2009, 24 CFR parts
91 and 576; 24 CFR 576.400(d); and 25 CCR Section 8409.
e. Agree to participate in the HMIS.
1. HMIS security policies and procedures and entering required Participant data on a regular
and timely basis.
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2. COUNTY retains the rights to the HMIS and case management software application used
in the operations of this property. COUNTY will grant SUBRECIPIENT access to use the
HMIS software for the term of this Agreement.
3. SUBRECIPIENT shall ensure that employees using HMIS for Participant intake
capture all required data fields, as set forth in the County of Riverside CoC HMIS
Policies and Procedures Manual, which is located on the County of Riverside CoC
website:
https://rivcohhpws.org/sites/g/files/aldnop131/files/cocdocumnets/HMIS/county-of-
riverside-coc-hmis-charter-rev-12-7-17-final.pdf?ver=2020-08-05-113900-583
4. SUBRECIPIENT must maintain a valid HMIS End User Agreement on file with the
COUNTY, which is located on the County of Riverside CoC website:
https://rivcohhpws.org/sites/g/files/aldnop131/files/cocdocumnets/HMIS/HMIS%20-
%20CES%20Account%20Request%20Process.doc
B.2 REPORTING
SUBRECIPIENT shall submit reports, as requested by COUNTY in order for COUNTY to comply
with its reporting requirements set forth in Standard Agreement 20-ESGCV1-00009
B.3 ESG-CV STREET OUTREACH OUTCOMES (DATA and ANALYSIS):
03/04/2020 – September 30, 2023
SUBRECIPIENT shall collect and report anticipated performance measures for meeting the
following benchmarks:
# of households served
(Note: Performance Report should include breakdown of each type
e.g. Single Adult, Youth and Families)
125 Households
# of people served
(Note: Performance Report should include breakdown of each type
e.g. Single Adult, Youth and Families)
125 of Persons
# of households connected with any kind of housing and/or services
(Note: Report should include breakdown of # of households
connected to each type of housing and services.)
100 Households
# of persons connected with any kind of housing and/or services
(Note: Report should include breakdown of # of persons connected
to each type of housing and services.)
100 Persons
Percentage of eligible/willing persons served to retain or obtain
mainstream benefits
N/A
Percentage of eligible and willing person to maintain or increase
income/employment
N/A
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B.4 PROJECT DETAIL
Project Component Type: Service
Funding Costs for: Street Outreach
Population Focus: Homeless Clients
B.5 STREET OUTREACH SERVICES
SUBRECIPIENT will:
a. Provide Street Outreach services to 460 persons in Riverside County’s Supervisorial
District 2 to prevent, prepare and respond to the coronavirus.
b. Fund a full-time street outreach team to serve the communities in District 4, with a focus
on placing individuals into existing emergency housing sites for relief and social
distancing related to the coronavirus. The outreach team will target, when possible, the
most vulnerable including seniors, unaccompanied women, and veterans.
c. Focus on working with the unsheltered population who are NOT connected with other
services such as day centers and emergency shelters, as these persons have the ability
to access services and case management from these providers. Street Outreach work is
unique with the ability to reach those who cannot or will not reach services on their own.
d. Co-facilitate and participate in a regional Street Outreach Collaborative that will include
other Street Outreach Teams that will meet regularly to coordinate outreach and case
conference. As a recipient of Continuum of Care Street Outreach funding,
SUBRECIPIENT may, on an as needed basis, be required to participate in outreach
responses and cover evenings and weekends on an on-call rotational basis.
B.6 ELIGIBILITY
Sub recipient will document that all program participants who receive street outreach
services must meet the eligibility criteria of paragraph (1) of the “homeless” definition or
who meet the criteria under paragraph (4) of the “homeless” definition and live in an
emergency shelter or other place described in paragraph (1) of the “homeless” definition of
24 CFR § 576.2.
B.7 DIVERSION
Diversion is a strategy that helps people experiencing a housing crisis to identify and access
safe alternatives to an emergency shelter quickly. Street outreach workers should work to
resolve problems through natural supports and progressive engagement of “lighter touch”
solutions before providing a more intensive response through the shelter system or any other
homeless service. Diversion includes services such as: creative problem-solving
conversations; connecting with community resources and family supports; housing search
and placement to help individuals and families resolve their immediate housing crisis.
B.8 UNIVERSAL ASSESSMENT
If an individual or family cannot be diverted from the homeless system of care, street outreach
workers will complete the Vulnerability Index Service Prioritization Decision Assistance Tool
(VI-SPDAT). The Coordinated Entry System utilizes the VI-SPDAT, TAY VI-SPDAT, and
Family VI- SPDAT for determination of housing needs and vulnerability prioritization. The VI-
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SPDAT is a brief survey that can be conducted to quickly determine whether a client has high,
moderate, or low acuity and vulnerability. These are taken into consideration with other factors
to determine housing and services prioritization.
B.9 ELIGIBLE COSTS
Eligible costs for Street Outreach services include providing essential services necessary to
reach out to unsheltered homeless individuals and families, connect them with emergency
shelter, housing, or critical services, and provide them with urgent, non-facility-based care.
Component services consist of engagement, case management, emergency health and
mental health services, and transportation. Specific requirements and eligible costs include:
1. Engagement: The costs of activities to locate, identify, and build relationships with
unsheltered homeless people including:
a. Initial assessment of needs and eligibility (VI-SPDAT)
b. Providing crisis counseling
c. Actively connecting and providing information and referrals to programs targeted to
homeless people and mainstream social services and housing programs
d. Addressing urgent physical needs, such as providing meals, blankets, clothes,
or toiletries
e. Cell phone costs for outreach workers during the performance of street outreach
activities
f. Salaries of staff conducting engagement work
2. Case Management: The costs of assessing housing or service needs,
arranging, coordinating, monitoring the delivery of individualized services
including:
a. Using Riverside County Coordinated Entry system
b. Initial evaluation including verifying and documenting eligibility
c. Counseling
e. Obtaining Federal, state, and local benefits
f. Monitoring and evaluating participant progress
g. Providing information and referrals to other providers
h. Developing an individualized housing and service plan, including planning a path
to permanent housing stability
i. Salaries of staff conducting case management
3. Emergency Health Services: The costs of outpatient treatment of medical conditions
provided by licensed medical professionals operating in community-based settings (e.g.
streets, parks, and campgrounds) to those eligible participants unwilling or unable to access
emergency shelter or an appropriate healthcare facility. Eligible treatment consists of:
a. Assessing participant’s health problems and developing a treatment plans
b. Assisting participants to understand their health needs
c. Providing or helping participants to obtain appropriate emergency medical treatment
d. Providing medication and follow-up services.
4. Emergency Mental Health Services: The costs of outpatient treatment of urgent mental health
conditions by licensed mental health professionals in community-based settings (e.g. streets,
parks, and campgrounds) to those eligible participants unwilling or unable to access
emergency shelter or an appropriate healthcare facility, including:
a. Crisis interventions
b. The prescription of psychotropic medications
c. Explanation about the use and management of medications
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d. Combinations of therapeutic approaches to address multiple problems
5. Transportation– The costs of travel by outreach workers, social workers, medical
professionals, or other service providers during the provision of services eligible street
outreach services, including:
a. The costs of transporting unsheltered people to emergency shelters or other service
facilities
b. The cost of a participant’s travel on public transit
c. Mileage allowance for service workers to visit program participants
d. Purchasing or leasing a vehicle for staff use in conducting outreach activities, including
the cost of gas, insurance, taxes and maintenance for the vehicle
e. Costs of staff to accompany or assist participants to use public transportation
6. Services Special Populations: The costs of otherwise eligible Street Outreach services that
have been tailored to address the needs of the special needs of homeless youth, victims
of domestic violence and related crimes/threats, and/or people living with HIV/AIDS who are
literally homeless, including:
a. Engagement
b. Case Management
c. Emergency Health Services
d. Emergency Mental Health Services
e. Transportation
f. Housing Assistance
B.10 HMIS
Street Outreach sub recipients are required to enter participants into HMIS at first contact per
the ESG and CoC Interim Rule (24 CFR 576 and 578). This helps to ensure coordination between
service providers through the Coordinated Entry System (CES) while avoiding duplication of
services and participant data and provides an opportunity to document homelessness.
Street Outreach requirements in HMIS:
1. Complete enrollment (project start date & demographics)
2. Complete Household (Family ID)
3. HUD Entry Assessment
4. Outreach and Services Engagement (Taken just once per enrollment)
5. Outreach and Services Contact (Taken at each contact with client)
6. HUD Exit Assessment/Program Dismissal
B.11 STREET OUTREACH FILE CHECKLIST
The basis of all determinations (eligibility, assistance needed, assistance provided, etc.) must
be supported by the evidence documented in the case file. Minimum Documentation should
include but is not limited to:
1. Proof of eligibility - Documentation of Homelessness, must follow HUD’s prioritization
of documentation of homelessness and 24 CFR 576.500.
2. Program Intake Documents such as:
a. HMIS Release of Information,
b. Notice of Privacy Practices,
c. Participant grievance,
d. Participant consent form,
e. Participant identification, if applicable
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f. Release(s) of Information if applicable.
3. Case Plan that shows the street outreach worker and program participant developed
a plan to assist the program participant to enter permanent housing or sheltered
services.
4. Case notes that reflect the program participant met with the street outreach worker
to work on case plan goals.
5. Back-up documentation for the services and assistance provided to that
program participant, including, as applicable, gas voucher, bus pass, DMV
receipt, etc.
6. Referrals made by the sub recipient to program participant to obtain mainstream
and other resources as needed.
7. Program Discharge/Exit paperwork
B.12 EMERGENCY SHELTER OUTCOMES (DATA and ANALYSIS) 03/04/2020 – September 30,
2023
SUBRECIPIENT shall collect and report anticipated performance measures for meeting the
following benchmarks:
# of households served
(Note: Performance Report should include breakdown of each
type e.g. Single Adult, Youth and Families)
18 Households
# of people served
(Note: Performance Report should include breakdown of each
type e.g. Single Adult, Youth and Families)
18 of Persons
# of households to achieve housing stability 14 Households
# of persons to achieve housing stability 14 Persons
Percentage of persons exiting back into Homelessness No more than 20%
Percentage of eligible/willing persons served to retain or obtain
mainstream benefits
80% -100%
Percentage of eligible and willing person to maintain or increase
income/employment
80% - 100%
B.13 PROJECT DETAIL
Project Component Type: Service
Funding Costs for: Emergency Shelter
Population Focus: Homeless Clients
B.14 EMERGENCY SHELTER SERVICES
SUBRECIPIENT shall:
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a. Provide essential services to clients placed in emergency shelter including case management,
employment assistance, outpatient health and mental health services, life skills training, and
substance abuse treatment. Additionally, SUBRECIPIENT will utilize emergency shelter funds
for rehabilitation and shelter operations, including maintenance of the facility.
b. Will not require occupants to sign leases or occupancy agreements. SUBRECIPIENT should
embrace a Housing First approach, offer immediate and low-barrier access to anyone facing a
housing crisis. Shelter stays, when deemed necessary, should be limited to the shortest time
possible to help participants regain permanent housing.
c. To provide a safe, secure, and clean place to stay for those who cannot be diverted from the
homeless system of care. SUBRECIPIENT is to provide a short-term placement while
permanent or more long-term housing options are obtained, and shelter provide support with
accessing housing resources in the community.
B.15 ELIGIBILITY
SUBRECIPIENTS must determine that individuals and families meet one or more of HUD’s Criteria for
Defining Homelessness and assess their vulnerability to ensure that only those individuals or families
that have the greatest need for emergency shelter assistance receive ESG-funded assistance.
SUBRECIPIENTS will document that all program participants who receive Emergency Shelter
assistance meet the eligibility criteria of paragraph (1), (2), or (4) of the "homeless" definition in §
576.2.
Paragraph (1) of the homeless definition:
An individual or family who lacks a fixed, regular, and adequate nighttime residence,
meaning:
1. 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;
2. 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, or local government programs for low-income individuals); or
3. 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 a place not meant for human habitation
immediately before entering that institution;
Paragraph (2) of the homeless definition:
An individual or family who will imminently lose their primary nighttime residence, provided
that:
1. The primary nighttime residence will be lost within 14 days of the date of application for
homeless assistance;
2. No subsequent residence has been identified; and
3. 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;
Paragraph (4) of the homeless definition:
Any individual or family who:
1. 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
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individual's or family's primary nighttime residence or has made the individual or family
afraid to return to their primary nighttime residence;
2. Has no other residence; and
3. Lacks the resources or support networks, e.g., family, friends, faith-based or other social
networks, to obtain other permanent housing.
B.16 DIVERSION
Diversion is a strategy that helps people experiencing a housing crisis to identify and access
safe alternatives to an emergency shelter quickly. Emergency shelter staff should work to
resolve problems through natural supports and progressive engagement of “lighter touch”
solutions before providing a more intensive response through the shelter system or any other
homeless service. Diversion includes services such as: creative problem-solving
conversations; connecting with community resources and family supports; housing search and
placement to help individuals and families resolve their immediate housing crisis.
SUBRECIPIENTS should engage in diversion strategies to reduce new entries into
homelessness, cut down on shelter wait lists, reduce demand for limited shelter beds, and to
target more intensive homelessness interventions to those with higher needs.
B.17 UNIVERSAL ASSESSMENT
If an individual or family cannot be diverted from the homeless system of care, emergency
shelter workers will coordinate with Coordinated Entry so the individual or family can complete
the Vulnerability Index Service Prioritization Decision Assistance Tool (VI-SPDAT). The
Coordinated Entry System utilizes the VI-SPDAT, TAY VI-SPDAT, and Family VI-SPDAT for
determination of housing needs and vulnerability prioritization. These are taken into
consideration with other factors to determine housing and services prioritization.
B.18 ESSENTIAL SERVICES
SUBRECIPEINT may use funds for costs of providing essential services to homeless families
and individuals in emergency shelters, and operating emergency shelters. ESG funds may be
used to provide essential services to individuals and families who are in an emergency shelter,
as follows:
1. Case management: The cost of assessing, arranging, coordinating, and monitoring
the delivery of individualized services to meet the needs of the program participant is
eligible. Component services and activities consist of:
a. Using the centralized or coordinated assessment system as required under;
b. Conducting the initial evaluation, including verifying and documenting eligibility;
c. Counseling;
d. Developing, securing, and coordinating services;
e. Obtaining Federal, State, and local benefits;
f. Monitoring and evaluating program participant progress;
g. Providing information and referrals to other providers;
h. Providing ongoing risk assessment and safety planning with victims of domestic
violence, dating violence, sexual assault, and stalking; and
i. Developing an individualized housing and service plan, including planning a path
to permanent housing stability.
2. Child care: The costs of child care for program participants, including providing
meals and snacks, and comprehensive and coordinated sets of appropriate
developmental activities, are eligible. The children must be under the age of 13
unless they are disabled. Disabled children must be under the age of 18. The child-
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care center must be licensed by the jurisdiction in which it operates in order for its
costs to be eligible.
3. Education services: When necessary for the program participant to obtain and
maintain housing, the costs of improving knowledge and basic educational skills are
eligible, including:
a. Instruction or training in consumer education,
b. Health education,
c. Substance abuse prevention,
d. Literacy, English as a Second Language, and General Educational Development
(GED).
e. Screening, assessment and testing;
f. Individual or group instruction;
g. Tutoring;
h. Provision of books, supplies and instructional material;
i. Counseling; and
j. Referral to community resources.
4. Employment assistance and job training: The costs of employment assistance
and job training programs including classroom, online, and/or computer instruction; on-
the-job instruction; and services that assist individuals in securing employment,
acquiring learning skills, and/or increasing earning potential.
a. The cost of providing reasonable stipends to program participants in employment
assistance and job training programs is an eligible cost.
b. Learning skills include those skills that can be used to secure and retain a job,
including the acquisition of vocational licenses and/or certificates.
c. Services that assist individuals in securing employment consist of employment
screening, assessment, or testing; structured job skills and job-seeking skills;
special training and tutoring, including literacy training and prevocational training;
books and instructional material; counseling or job coaching; and referral to
community resources.
5. Outpatient Health Services: Eligible costs are for the direct outpatient treatment of
medical conditions and are provided by licensed medical professionals. Emergency
Solutions Grant (ESG) funds may be used only for these services to the extent that
other appropriate health services are unavailable within the community. Eligible
treatment consists of:
a. assessing a program participant's health problems and developing a treatment
plan;
b. assisting program participants to understand their health needs;
c. providing directly or assisting program participants to obtain appropriate medical
treatment, preventive medical care, and health maintenance services, including
emergency medical services;
d. providing medication and follow-up services;
e. Providing preventive and non-cosmetic dental care.
6. Legal Services: Eligible costs are the hourly fees for legal advice and
representation by attorneys licensed and in good standing with the bar association of
the state in which the services are provided, and by person(s) under the supervision of
the licensed attorney, regarding matters that interfere with the program participant's
ability to obtain and retain housing. Emergency Solutions Grant (ESG) funds may be
used only for these services to the extent that other appropriate legal services are
unavailable or inaccessible within the community. Eligible subject matters are:
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a. Child support, guardianship, paternity, emancipation, and legal separation, orders
of protection and other civil remedies for victims of domestic violence, dating
violence, sexual assault, and stalking, appeal of veterans and public benefit claim
denials, and the resolution of outstanding criminal warrants.
b. Component services or activities may include: participant intake, preparation of
cases for trial, provision of legal advice, representation at hearings, and counseling.
c. Eligible Costs: Fees based on the actual service performed (i.e., fee for service)
are also eligible, but only if the cost would be less than the cost of hourly fees. Filing
fees and other necessary court costs are also eligible.
d. Ineligible Costs include: Legal services for immigration and citizenship matters,
issues relating to mortgages, and retainer fee arrangements and contingency fee
arrangements.
e. If the sub recipient is a legal services provider and performs the services itself,
the eligible costs are the sub recipient's employees' salaries and other costs
necessary to perform the services.
7. Life Skills Training: The costs of teaching critical life management skills that may
never have been learned or have been lost during the course of physical or mental
illness, domestic violence, substance use, and homelessness are eligible costs. These
services must be necessary to assist the program participant to function independently
in the community. Component life skills training are:
a. Budgeting resources,
b. Managing money,
c. Managing a household,
d. Resolving conflict,
e. Shopping for food and needed items,
f. Improving nutrition,
g. Using public transportation,
h. Parenting.
8. Mental Health Services: Eligible costs are the direct outpatient treatment by
licensed professionals of mental health conditions. ESG funds may only be used for
these services to the extent that other appropriate mental health services are
unavailable or inaccessible within the community. Mental health services are the
application of therapeutic processes to personal, family, situational, or occupational
problems in order to bring about positive resolution of the problem or improved
individual or family functioning or circumstances. Problem areas may include family
and marital relationships, parent-child problems, or symptom management. Eligible
treatment consists of:
a. Crisis interventions;
b. Individual, family, or group therapy sessions;
c. The prescription of psychotropic medications or explanations about the use and
management of medications;
d. Combinations of therapeutic approaches to address multiple problems.
9. Substance Abuse Treatment Services: Eligible substance abuse treatment
services are designed to prevent, reduce, eliminate, or deter relapse of substance
abuse or addictive behaviors and are provided by licensed or certified professionals.
ESG funds may only be used for these services to the extent that other appropriate
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substance abuse treatment services are unavailable or inaccessible within the
community. Eligible treatment consists of:
a. Participant intake and assessment,
b. Outpatient treatment for up to 30 days
c. Group and individual counseling and drug testing are eligible costs
d. Ineligible costs include: Inpatient detoxification and other inpatient drug or alcohol
treatment
10. Transportation: Eligible costs consist of the transportation costs of a program
participant's travel to and from medical care, employment, child care, or other eligible
essential services facilities. These costs include the following:
a. The cost of a program participant's travel on public transportation;
b. If service workers use their own vehicles, mileage allowance for service workers
to visit program participants;
c. The cost of purchasing or leasing a vehicle for the recipient or sub recipient in
which staff transports program participants and/or staff serving program participants,
and the cost of gas, insurance, taxes, and maintenance for the vehicle;
d. The travel costs of recipient or sub recipient staff to accompany or assist program
participants to use public transportation.
11. Services for Special Populations: Funds may be used to provide services for
homeless youth, victim services, and services for people living with HIV/AIDS, so long
as the costs of providing these services are eligible. The term victim services means
services that assist program participants who are victims of domestic violence, dating
violence, sexual assault, or stalking, including services offered by rape crisis centers
and domestic violence shelters, and other organizations with a documented history of
effective work concerning domestic violence, dating violence, sexual assault, or
stalking.
B.19 REHABILITATION
Eligible costs include labor, materials, tools, and other costs for renovation (including major
rehabilitation of an emergency shelter or conversion of a building into an emergency shelter).
B.20 OPERATIONS
Eligible costs are:
1. the costs of maintenance (including minor or routine repairs),
2. rent,
3. security,
4. fuel,
5. equipment,
6. insurance,
7. utilities,
8. food,
9. furnishings,
10. Supplies necessary for the operation of the emergency shelter.
11. Where no appropriate emergency shelter is available for a homeless family or
individual, eligible costs may also include a hotel or motel voucher for that family or
individual.
Ineligible operating or maintenance costs include:
1. Recruitment or on-going training of staff
2. Depreciation
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3. Costs associated with the organization rather than the supportive housing project
(advertisements, pamphlets about organization, surveys, etc.)
4. Staff training, entertainment, conferences, or retreats
5. Public relations or fund raising
6. Bad debts/late fees
7. Mortgage payments
B.21 OTHER EMERGENCY SHELTER REQUIREMENTS
1. Lead-Based Paint Sub recipients will comply with all lead-based paint requirements and
maintain documentation. Generally, these provisions require the recipient to screen for,
disclose the existence of, and take reasonable precautions regarding the presence of lead-
based paint in leased or assisted units constructed prior to 1978. ESG-funded programs are
required to incorporate the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4821-
4846), the Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851-
4846), and 24 CFR part 35, subparts A, B, H, J, K, M, and R apply to all shelters assisted
under ESG program and all housing occupied by program participants.
2. Minimum standards for emergency shelters Any building for which Emergency Solutions Grant
(ESG) funds are used for conversion, major rehabilitation, or other renovation, must meet state or
local government safety and sanitation standards, as applicable, and the following minimum
safety, sanitation, and privacy standards. Any emergency shelter that receives assistance for
shelter operations must also meet the following minimum safety, sanitation, and privacy
standards. The sub recipient may also establish standards that exceed or add to these standards
but at a minimum must include:
a. Structure and materials: The structures must be structurally sound to protect
residents from the elements and not pose any threat to the health and safety of the
residents.
b. Space and security: Each resident must be provided adequate space and security for
themselves and their belongings: Each resident must be provided an acceptable place
to sleep.
c. Interior air quality: Each room or space must have a natural or mechanical means of
ventilation. The interior air must be free of pollutants at a level that might threaten or
harm the health of residents.
d. Water supply: The water supply must be free from contamination.
e. Sanitary facilities: Residents must have access to sufficient sanitary facilities that are
in proper operating condition, are private, and are adequate for personal cleanliness
and the disposal of human waste.
f. Thermal environment: The housing must have any necessary heating/cooling facilities
in proper operating condition.
g. Illumination and electricity: The structure must have adequate natural or artificial
illumination to permit normal indoor activities and support health and safety. There must
be sufficient electrical sources to permit the safe use of electrical appliances in the
structure.
h. Food preparation: All food preparation areas must contain suitable space and
equipment to store, prepare, and serve food in a safe and sanitary manner.
i. Sanitary conditions: The housing must be maintained in a sanitary condition.
j. Fire safety:
-There must be a second means of exiting the building in the event of fire or other
emergency.
-Each unit must include at least one battery-operated or hard-wired smoke
detector, in proper working condition, on each occupied level of the unit. Smoke
detectors must be located, to the extent practicable, in a hallway adjacent to a
HHPWSCoC-HHIP-04
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bedroom. If the unit is occupied by hearing impaired persons, smoke detectors must
have an alarm system designed for hearing-impaired persons in each bedroom
occupied by a hearing-impaired person.
-The public areas of all housing must be equipped with a sufficient number, but not
less than one for each area, of battery-operated or hard-wired smoke detectors.
Public areas include, but are not limited to, laundry rooms, community rooms, day
care centers, hallways, stairwells, and other common areas.
Minimum Habitability Standards with Checklist:
https://www.hudexchange.info/resource/3766/esg-minimum-habitability-standardsfor-emergency-
shelters-and-permanent-housing/
SUBRECIPEINTS must maintain documentation of the completed checklist (or equivalent
documentation) should be placed in a file pertaining to the shelter.
3. Violence Against Women Act (VAWA)
The following requirements apply to emergency shelters:
a. No individual or family may be denied admission to or removed from the emergency
shelter on the basis or as a direct result of the fact that the individual or family is or has
been a victim of domestic violence, dating violence, sexual assault, or stalking, if the
individual or family otherwise qualifies for admission or occupancy.
b. The terms "affiliated individual,” "dating violence,” "domestic violence,” "sexual
assault," and "stalking" are defined in 24 CFR 5.2003.
4. Prohibition against involuntary family separation The age and gender of a child under age 18
cannot be used as a basis for denying any family's admission to emergency shelter. All shelters
funded with federally-originated dollars must adhere to this rule.
5. Safety and Security Sub recipients should have policies and procedures in place which address
providing a safe environment for emergency shelter staff and participants. Policies and
procedures may vary depending on the location and population being served.
6. Minimum Period of Use Where the sub recipient uses ESG funds solely for essential services or
shelter operations, the sub recipient must provide services or shelter to homeless individuals and
families at least for the period during which the ESG funds are provided. The sub recipient does
not need to limit these services or shelter to a particular site or structure, so long as the site or
structure serves the same type of persons originally served with the assistance (e.g., families
with children, unaccompanied youth, disabled individuals, or victims of domestic violence)or
serves homeless persons in the same area where the sub recipient originally provided the
services or shelter.
7. Length of Stay ESG sub recipients must also reassess emergency shelter participants on an
ongoing basis, to determine the earliest possible time that a participant can be discharged to
permanent housing. Program participants can remain in the emergency shelter for up to 6
months. Sub recipients will discharge participants when they have reached the end of the stay.
SUBRECIPIENTS will coordinate with Coordinated Entry to determine whether there are other
options for housing available. Every effort should be made to prevent discharging participants to
the street or other unsheltered location.
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B.22 HMIS
https://files.hudexchange.info/resources/documents/ESG-Program-HMIS-Manual.pdf
All Emergency Shelter programs are required to enter participants in to HMIS at first contact per
the ESG and CoC Interim Rule (24 CFR 576 and 578). This helps to ensure coordination between
service providers through the Coordinated Entry System (CES) while avoiding duplication of
services and participant data and provides an opportunity to document homelessness.
Projects funded under ESG where the sub recipient is a victim services provider may not enter
client-level data into an HMIS; instead, they must use a comparable database to collect client-
level data over time and generate unduplicated aggregate reports based on that data.
Emergency Shelter workflow in HMIS:
1. Complete enrollment (project start date & demographics)
2. Complete Household (Family ID)
3. HUD Entry Assessment
4. Annual Assessment (if applicable)
5. HUD Exit Assessment/Program Dismissal
B.23 FILE CHECKLIST
The basis of all determinations (eligibility, assistance needed, assistance provided, etc.) must
be supported by the evidence documented in the case file. Minimum Documentation should
include but is not limited to:
1. Proof of eligibility -Documentation of Homelessness, must follow HUD’s prioritization
of documentation of homelessness and 24 CFR 576.500.
2. Program Intake Documents including:
a. HMIS Release of Information,
b. Notice of Privacy Practices,
c. Participant grievance,
d. Participant consent form,
e. Release of Information if applicable,
f. Other sub recipient documentation
3. Identification – if participant does not have ID it should not prevent them from entering
the shelter. The case plan may focus on assisting participants with obtaining their ID if it
will be needed for housing, employment, benefits, etc.
4. Assessment
5. Case plans – should be focused on housing and addressing barriers to housing.
6. Case notes – should be focused on tasks related to participant plan and participant
obtaining housing.
7. Any back-up documentation for services provided to participant. For example, if a
participant was provided a bus pass to travel to employment, a copy of that bus pass
should be in the participant file.
8. Copies of any documentation provided to the participant. For example, if a participant
is given a warning letter for behavioral issues, a copy of that letter should be in the
participant file.
9. Participant grievance, if applicable
10. Discharge/Termination forms used by agency
B 33 HHIP STREET OUTREACH OUTCOMES 03/01/2023 – 09/30/2024:
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Performance Measurements Outcome Statement Part A:
Outcomes (Data Analysis) are separated between outreach engagements, and people
housed.
“Engagements” are individuals who have given consent to receive services from outreach
staff and have become part of the outreach staff’s caseload.
“Housed” is total number of unsheltered homeless people that have been permanently
housed.
Unduplicated Engagements People/Households Housed
50 24
STREET OUTREACH Performance Measurements Outcome Statement Part B
Outcomes (Data Analysis) require SUBRECIPIENT to enter services into HMIS for collecting and
reporting on HHIP priority metrics as outlined below.
HHIP Priority Measure
# of MCP members experiencing homelessness
# of MCP members who received care from a street medicine outreach team
# of MCP members experiencing homelessness who were successfully engaged
in ECM
# of MCP members experiencing homelessness receiving at least one housing
related community supports, including:
1. Housing Transition Navigation
2. Housing Deposits
3. Housing Tenancy and Sustaining Services
4. Recuperative Care
5. Short-Term Post Hospitalization Housing
6. Day Habilitation Programs
MCP members who were successfully housed from January 1, 2023-October 31,
2023
B.37 PROJECT DETAIL
Project Component Type: Service
Funding Costs for: Street Outreach
Population Focus: Homeless Clients
B.38 STREET OUTREACH SERVICES
SUBRECIPIENT will:
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e. Fund (1) full-time street outreach team to serve the City of Lake Elsinore in District 2.
a. Target the general unsheltered homeless people throughout Riverside County. The term
“unsheltered homeless people” means an individual or family with a primary nighttime
residence that is a public or private place not meant for human habitation, such as cars,
parks, abandoned buildings, busses, train stations, airports, or camping grounds.
b. Focus on working with new engagements they encounter in places not meant for human
habitation, who are not yet connected to other agencies providing assistance or case
management services. Street outreach should be focused on those who cannot or will not
seek services on their own.
c. Determine an individual’s vulnerability and willingness or ability to independently access
services such as emergency shelter, medical services, and housing, prior to providing street
outreach services, to ensure that those with the greatest need are served first.
d. Utilize diversion as a strategic service that assists people experiencing a housing crisis to
access and identify safe alternatives to emergency shelters and housing services. Outreach staff
should be able to execute various forms of diversion techniques to the appropriate situations.
Diversion includes services such as: creative problem-solving conversations, family reunification
support, conflict resolution mediation, housing search and placement, and obtaining transport to
home of residence (bus ticket home).
e. If an individual or family cannot be diverted from the homeless system of care, street
outreach workers will complete an assessment using the tool approved by the Coordinated Entry
System.
f. In the event of a County declared emergency, natural disaster or event that presents
immediate threat to unsheltered homeless people, SUBRECIPIENT will be required to
have emergency procedures in place to provide staff coverage for night and weekend
street outreach. SUBRECIPIENT will work alongside CoC to identify, respond and
provide services to meet the needs of unsheltered individuals during said event and its
immediate aftermath.
g. As a condition of the award of Street Outreach funding, SUBRECIPIENT will be
required to enroll all street outreach engagements into a Medi-Cal Managed Care Plan,
making client wellness a top priority to the street outreach process. Outreach staff will
assist with making wellness exams, assist clients with managing and keeping their
appointments, and providing transportation to and from wellness appointments.
h. Co-facilitate and participate in a county-wide street outreach collaborative that will
include other street outreach team/street medicine teams. Teams will meet virtually once
a week to coordinate outreach effort; the meeting schedule will be determined and
implemented by outreach teams.
i. Outreach teams will co-facilitate in-person outreach meetings monthly to collaborate,
support street medicine teams(s), refer clients to street medicine services, case
conference, and ensure regional coverage; monthly street outreach meetings will be
organized and co-facilitated by the Housing Authority.
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j. Accept street outreach referrals from Housing and Workforce Solutions-CoC, All
referrals originating from the CoC should initially be responded to within 48 hours of
receipt and provide status of outcomes back to the CoC.
k. Street Outreach staff will assume case management responsibilities for their clients until
another entity or agency providing ongoing case management services assumes the
role, and a warm hand off has been made. The term “warm hand off” means that a
proper introduction has been made between the client(s) and the new service provider,
the wellness plan and progress made toward goals have been shared, and all parties
understand and consent to the change in service provider. The term “case management”
means to assess housing and service needs, arrange, coordinate, and monitor the
delivery of individualized services, including:
1. Using the Riverside County Coordinated Entry System.
2. Initial evaluation including verifying and documenting eligibility (e.g.,
verification of homelessness and/or chronic homelessness).
3. Assist client in obtaining needed documents to be considered “document
ready” such as CA identification, social security card, birth certificate, bank
statements, letter of homelessness, and all benefit award letters.
4. Developing an individualized “Wellness Plan” that encompasses housing,
services, and wellness.
5. Assist and support with mapping out and executing the wellness plan.
6. Counseling or connection to therapeutic supports.
7. Obtaining Federal, state, and local benefits.
8. Monitoring and evaluating participant progress and providing added
support in areas of need.
9. Providing information and referrals to other agencies.
10. Collaborating with other providers and agencies to meet client needs.
B.39 ELIGIBILITY
Sub recipient will document that all program participants who receive street outreach services
must meet the eligibility criteria of paragraph (1) of the “homeless” definition or who meet the
criteria under paragraph (4) of the “homeless” definition and live in an emergency shelter or
other place described in paragraph (1) of the “homeless” definition of 24 CFR § 576.2.
B.40 DIVERSION
Diversion is a strategy that helps people experiencing a housing crisis to identify and access
safe alternatives to an emergency shelter and housing services quickly. Outreach staff should
be able to execute various forms of diversion techniques to the appropriate situations.
Diversion includes services such as: creative problem-solving conversations, family
reunification support, conflict resolution mediation, housing search and placement, and
obtaining transport to home of residence (bus ticket home).
If an individual or family cannot be diverted from the homeless system of care, street outreach
workers will complete an assessment using the tool approved by the Coordinated Entry
System (CES).
B.41 ASSESSMENT
SUBRECIPIENT must determine an individual’s vulnerability and willingness or ability to
independently access services such as emergency shelter, medical services, and housing,
prior to providing street outreach services, to ensure that those with the greatest need are
served first.
B.42 ELIGIBLE COSTS
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Eligible costs for Street Outreach services include providing essential services necessary to
reach out to unsheltered homeless individuals and families, connect them with emergency
shelter, housing, or critical services, and provide them with urgent, non-facility-based care.
Component services consist of contact, engagement, case management, emergency health
and mental health services, and transportation. Specific requirements and eligible costs
include:
1. Additional eligible costs: Salaries for outreach staff / street medicine staff.
2. Emergency Health Services: The costs of outpatient treatment of medical conditions provided
by licensed medical professionals operating in community-based settings (e.g., streets, parks).
3. Emergency Mental Health Services: The costs of outpatient treatment of urgent mental health
conditions by licensed mental health professionals in community-based settings (e.g., streets,
parks).
4. Transportation– The costs of travel by outreach workers, social workers, medical
professionals, or other service providers during the provision of services eligible street outreach
services.
5. Services Special Populations: The costs of otherwise eligible Street Outreach services that
have been tailored to address the needs of the special needs of homeless youth, victims
of domestic violence and related crimes/threats, and/or people living with HIV/AIDS who are
literally homeless.
B.43 HMIS
Street Outreach subrecipients are required to enter participants into HMIS at first contact per the
CoC Interim Rule (24 CFR 576 and 578). This helps to ensure coordination between service
providers through the Coordinated Entry System (CES), provides an opportunity to document
homelessness, and avoids duplication of services and participant data.
Street Outreach requirements in HMIS:
1. Complete enrollment (project start date & demographics)
2. Complete Household (Family ID)
3. HUD Entry Assessment
4. Outreach and Services Engagement (Taken just once per enrollment)
5. Outreach and Services Contact (Taken at each contact with client)
6. HUD Exit Assessment/Program Dismissal
B.44 COORDINATED ENTRY SYSTEM (CES)
In addition to direct street engagements, SUBRECIPIENT will accept referrals from the
Coordinated Entry System (CES) HomeConnect Hotline which operated as a main entry
point for persons experiencing homelessness. CES HomeConnect will utilize the
outreach coverage schedule to determine which subrecipient is most appropriate to
respond.
SUBRECIPIENT shall assist HomeConnect with system backlog. The Coordinated
Entry System has individuals and families who have been awarded a housing
connection, but require outreach to provide supportive services, navigation assistance,
or case management to obtain housing. Outreach staff will coordinate with CES to
obtain referrals that are agency appropriate to assist with housing connection backlog.
HHPWSCOC-HHIP-04
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B.45 STREET OUTREACH FILE CHECKLIST
The basis of all determinations (eligibility, assistance needed, assistance provided, etc.) must be
supported by the evidence documented in the case file. Minimum Documentation should include
but is not limited to:
1. Proof of eligibility - Documentation of Homelessness, must follow HUD’s prioritization
of documentation of homelessness and 24 CFR 576.500.
2. Program Intake Documents such as:
a. HMIS Release of Information,
b. Notice of Privacy Practices,
c. Participant grievance,
d. Participant consent form,
e. Participant identification, if applicable
f. Release(s) of Information if applicable.
3. Wellness Plan that shows the street outreach provider and program participant
developed a plan to assist the program participant in obtaining medical services and
permanent housing or sheltered services.
4. Case notes that reflect progress made toward the client’s wellness plan goals.
5. Back-up documentation for the services and assistance provided to that
program participant, including, as applicable, gas voucher, bus pass, DMV
receipt, etc.
6. Referrals made by the subrecipient to program participant to obtain mainstream
and other resources as needed.
7. Program Discharge/Exit paperwork
B.46 SCHEDULING AND PARTICIPATION
SUBRECIPIENT shall co-facilitate and participate in a countywide street outreach collaborative
that will include other street outreach teams/street medicine teams. Teams will meet virtually
once a week to coordinate outreach efforts. The meeting schedule will be determined and
implemented by outreach teams. Outreach teams will co-facilitate in-person outreach meetings
monthly to collaborate, support street medicine team(s), refer clients to street medicine services,
case conference, and ensure regional coverage. Monthly street outreach meetings will be
organized and co-facilitate by the Housing Authority.
SUBRECIPIENT will develop an outreach coverage schedule in coordination with COUNTY.
Said schedule will be shared with the street outreach collaborative to ensure street outreach
coverage across all districts of the county.
. SUBRECIPIENT may, on an as needed basis, be required to participate in outreach responses
and events.
B.47 SUBRECIPIENT shall complete and submit the Monthly Performance Report by the 10 th
business day of the following month. (See Attachment IX)
B.48 FINAL REIMBURSEMENT
Unless approved by HWS in writing, all final requests for reimbursement of authorized HHIP
expenditures under this Grant must be submitted to HWS no later than 02/15/2024.
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ATTACHMENT I
Assurance of Compliance
ASSURANCE OF COMPLIANCE WITH
THE RIVERSIDE COUNTY HOUSING, HOMELESSNESS PREVENTION AND WORKFORCE SOLUTIONS
NONDISCRIMINATION IN STATE AND FEDERALLY ASSISTED PROGRAMS
City of Lake Elsinore
NAME OF ORGANIZATION
HEREBY AGREES THAT it will comply with Title VI and VII of the Civil Rights Act of 1964 as amended;
Section 504 of the Rehabilitation Act of 1973 as amended; the Age Discrimination Act of 1975 as amended; the
Food Stamp Act of 1977, as amended and in particular section 272.6; Title II of the Americans with Disabilities Act
of 1990; California Civil Code Section 51 et seq., as amended; California Government Code section 11135-11139.5,
as amended; California Government Code section 12940 (c), (h) (1), (i), and (j); California Government Code section
4450; Title 22, California Code of Regulations section 98000 – 98413; Title 24 of the California Code of Regulations,
Section 3105A(e); the Dymally-Alatorre Bilingual Services Act (California Government Code Section 7290-7299.8);
Section 1808 of the Removal of Barriers to Interethnic Adoption Act of 1996; and other applicable federal and state
laws, as well as their implementing regulations [including 45 Code of Federal Regulations (CFR) Parts 80, 84, and
91, 7 CFR Part 15, and 28 CFR Part 42], by ensuring that employment practices and the administration of public
assistance and social services programs are nondiscriminatory, to the effect that no person shall because of ethnic
group identification, age, sex, color, disability, medical condition, national origin, race, ancestry, marital status,
religion, religious creed or political belief be excluded from participation in or be denied the benefits of, or be
otherwise subject to discrimination under any program or activity receiving federal or state financial assistance; and
HEREBY GIVE ASSURANCE THAT it will immediately take any measures necessary to effectuate this Agreement.
THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all federal and state
assistance; and THE VENDOR/RECIPIENT HEREBY GIVES ASSURANCE THAT administrative methods/
procedures which have the effect of subjecting individuals to discrimination or defeating the objectives of the
California Department of Social Services (CDSS) Manual of Policies and Procedures (MPP) Chapter 21, will be
prohibited.
BY ACCEPTING THIS ASSURANCE, the vendor/recipient agrees to compile data, maintain records and submit
reports as required, to permit effective enforcement of the aforementioned laws, rules and regulations and permit
authorized CDSS and/or federal government personnel, during normal working hours, to review such records, books
and accounts as needed to ascertain compliance. If there are any violations of this assurance, CDSS shall have
the right to invoke fiscal sanctions or other legal remedies in accordance with Welfare and Institutions Code section
10605, or Government Code section 11135-11139.5, or any other laws, or the issue may be referred to the
appropriate federal agency for further compliance action and enforcement of this assurance.
THIS ASSURANCE is binding on the vendor/recipient directly or through contract, license, or other provider
services, as long as it receives federal or state assistance.
_______________________________ ______________________________
Date City Manager Signature
________________________________
Address of Vendor/Recipient
(08/13/01) CR50-Vendor Assurance of Compliance
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ATTACHMENT II
CONTRACTOR PAYMENT REQUEST
HHPWSCOC-HHIP-04
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ATTACHMENT III
ESG Supporting Documentation Instructions
SUPPORTING DOCUMENTATION
The general rule for supporting documentation is that for any program cost that is to be reimbursed (or
used as match), provide the invoice which documents that a cost was incurred, and a receipt, or a copy
of a check, a check stub, or copy of bank statement to substantiate the amount paid. Supporting
documentation must be legible, clear, and organized. The COUNTY must be able to tie your request
to the amounts claimed after each line item on the Claim Form. Costs can only be reimbursed if
they have been included in the original Technical Submission/Application.
Documentation for like line items should be clipped together and identified with a summary sheet or
label identifying the Line Item Number or the Activity as listed on the Claim Form A spreadsheet
itemizing the expenses, or at a minimum, an adding machine tape showing the expenses with a
matching amount on the claim form is helpful. The clearer the information is that you provide, the quicker
we will be able to process the claim.
The Fiscal Management Reporting Unit reviews each claim for expenses that are:
Allowable Allocable Reasonable
CLAIM DOCUMENTATION REQUIRED BY THE COUNTY
RAPID REHOUSING / EMERGENCY SHELTER
Lease agreement - Must be submitted at time of client entry
into the program and each time a lease expires or changes.)
Invoice or documentation of rent amount and due date
Proof of payment (receipt and cancelled check or check stub)
STAFF (Street Outreach, Rapid Rehousing, Emergency Shelter,
HMIS & Admin)
ESG Program Individual Staff Breakdown form
Time Sheet
Time and Activity Report
Pay Stub or Payroll Report
EXPENSES (Street Outreach, Rapid Rehousing, Emergency
Shelter, HMIS & Admin)
Invoice or receipt that is dated and has a detailed explanation
of charges.
Proof of payment (cancelled check or check stub)
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ATTACHMENT IV
ESG Time/Activity Report
DATES: (dates for pay period)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 TOTAL
RAPID REHOUSING STAFF
Case Mgmt 0.00
Housing 0.00
Total RRH 0.00
HOMELESS PREVENTION SERVICES STAFF
Case Mgmt 0.00
Housing 0.00
Total HPS 0.00
ADMIN STAFF
Admin 0.00
Total ADMIN 0.00
Non-Project 0.00
Total Non-Project 0.00
Vacation 0.00
Sick 0.00
Holiday 0.00
Other Paid Time Off 0.00
Total Fringe 0.00
TOTALS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total Hours 0.00
Total Fringe Hrs 0.00
Difference 0.00
Actual Hrs - RRH 0.00 Employee Signature Date
Actual Hrs - HPS 0.00
Actual Hrs - ADMIN 0.00
Non-Project Hours 0.00 Supervisor Signature Date
AGENCY NAME - EMPLOYEE NAME
HUD EMERGENCY SOLUTION GRANT TIME/ACTIVITY REPORT
I certify that this is a true and accurate report of my time and the activities were performed as shown.
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ATTACHMENT IX