HomeMy WebLinkAbout12 - PSA for Homeless Outreach ServicesQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
February 13, 2024
Agenda Item No. 12
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Tara Finnigan, Assistant City Manager - 949-644-3001,
tinnigan@newportbeachca.gov
PREPARED BY: Melanie Franceschini, Management Analyst — 949-644-3028,
mfranceschini@newportbeachca.gov
TITLE: Professional Services Agreement with PATH for Homeless Outreach
Services
/_1 16"t I:7_T91 6
For nearly six years, the City of Newport Beach has contracted with a social services
provider to provide outreach services to individuals experiencing homelessness in the
community and to assist them in exiting the streets and obtaining shelter and housing.
The current agreement will expire in late February and has no remaining options to extend
it. The City Manager's Office issued a Request for Proposals for homeless outreach and
engagement services and is requesting the City Council's approval to enter into a
Professional Services Agreement with PATH.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve a Professional Services Agreement with PATH for Homeless Outreach
Services and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
In June 2023, the Newport Beach City Council adopted Resolution No. 2023-41, which
set forth the Council's approach to people experiencing homelessness and stipulated that
all future contracts with partners and providers who provide homeless -related services be
reviewed and approved by the City Council.
The City's current professional services agreement for homeless outreach and
engagement services is set to expire on February 25, 2024. In anticipation of the
agreement's expiration, the City Manager's Office issued a Request for Proposals (RFP)
for homeless outreach and engagement services.
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Professional Services Agreement with PATH for Homeless Outreach Services
February 13, 2024
Page 2
RFP No. 24-41 was published on December 5, 2023, and closed January 4, 2024.
Two proposals were received and evaluated based on the following criteria:
• The provider's qualifications, experience, method of approach, key personnel; and
• Proposed service costs.
An evaluation panel, consisting of staff members from the Cities of Newport Beach and
Costa Mesa with experience in homeless outreach services, reviewed and rated each
proposer's technical qualifications using the metrics above. All the proposals earned the
minimum 70% of the Technical Score in order to advance in the selection process to have
their costs reviewed, as described in the RFP. The following table illustrates the results
of the evaluation process:
Proposer
Technical
Cost Ratio
Total Score
Overall
Score
Score
(Out of 100)
Rank
Out of 80
Out of 20
PATH
65.33
20.00
85.33
1
Kingdom Cause
65.67
10.83
76.50
2
Inc. (dba City Net)
Upon completion of the evaluations and rankings, the City Manager's Office requests
approval to enter into a professional services agreement with PATH (Attachment A) in the
amount of $1,100,000. The proposed agreement has a two-year term with an option to
extend for two additional one-year terms. The annual costs will be approximately
$275,000.
PATH has operated in the Southern California region since 1983, utilizing a multi -prong
approach towards providing individuals experiencing homelessness with holistic,
person -centered services including strategic street outreach, case management, housing
assistance, interim and permanent housing placements and system navigation. In 2020,
PATH established operations in Orange County, focusing on providing services to
individuals across the Central and South Service Planning Areas (SPAs) in a manner that
effectively engages individuals experiencing homelessness as quickly as possible. The
service provider is an active collaborator in the region, serving on the Continuum of Care
board, the County of Orange Homeless Court Steering Group and partnering on the
County's Care Plus Program. PATH also attends various county and city outreach
meetings, including the Homeless Provider Forum and Shelter Working Group.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this agreement. It will be expensed to
the Outreach Services - Professional Services account in the City Manager's Office,
0102041-811008.
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Professional Services Agreement with PATH for Homeless Outreach Services
February 13, 2024
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Professional Services Agreement with PATH
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ATTACHMENT A
PROFESSIONAL SERVICES AGREEMENT
WITH PATH FOR
HOMELESS OUTREACH AND ENGAGEMENT SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
entered into as of this 26th day of February, 2024 ("Effective Date"), by and between the
CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"),
and PATH, a California nonprofit corporation ("Consultant"), whose address is 340 N.
Madison Avenue, Los Angeles, California 90004, and is made with reference to the
following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City desires to engage Consultant to perform Homeless Outreach and
Engagement Services ("Project").
C. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the professional services described in this Agreement.
D. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on February 26, 2026 ("Initial Term"), unless terminated earlier as set forth
herein. The term of this Agreement shall automatically renew for up to two (2) additional
consecutive one (1) year terms (each a "Renewal Term"), unless the City notifies
Consultant in writing of its election not to renew.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion.
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3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
Exhibit A. In the absence of a specific schedule, the Services shall be performed to
completion in a diligent and timely manner. The failure by Consultant to strictly adhere to
the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely
manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Consultant shall not be responsible for
delays due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein not later than ten (10) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.4 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
hand -delivery or mail.
4. COMPENSATION TO CONSULTANT
4.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's
compensation for all Work performed in accordance with this Agreement, including all
reimbursable items and subconsultant fees, shall not exceed Five Hundred Fifty
Thousand Dollars and 001100 ($550,000.00) for the Initial Term of this Agreement, and
shall not exceed Two Hundred Seventy Five Thousand Dollars and 00/100
($275,000.00) for each Renewal Term of this Agreement, for a grand total aggregate
amount not to exceed One Million One Hundred Thousand Dollars and 00/100
($1,100,000.00) for the entire term of this Agreement. No billing rate changes shall be
made during the term of this Agreement without the prior written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
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4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement or specifically approved in writing in advance by
City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
5.1 Consultant shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Melanie McQueen to be its
Project Manager. Consultant shall not remove or reassign the Project Manager or any
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Consultant, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
5.3 If Consultant is performing inspection services for City, the Project Manager
and any other assigned staff shall be equipped with a cellular phone to communicate with
City staff. The Project Manager's cellular phone number shall be provided to City.
6. ADMINISTRATION
This Agreement will be administered by the City Manager's Office. City's
Homeless Services Manager or designee shall be the Project Administrator and shall
have the authority to act for City under this Agreement. The Project Administrator shall
represent City in all matters pertaining to the Services to be rendered pursuant to this
Agreement.
7. CITY'S RESPONSIBILITIES
To assist Consultant in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Consultant, one copy of all existing
relevant information on file at City. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's Work schedule.
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8. STANDARD OF CARE
8.1 All of the Services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the Services required by this Agreement, and that it will
perform all Services in a manner commensurate with community professional standards
and with the ordinary degree of skill and care that would be used by other reasonably
competent practitioners of the same discipline under similar circumstances. All Services
shall be performed by qualified and experienced personnel who are not employed by City.
By delivery of completed Work, Consultant certifies that the Work conforms to the
requirements of this Agreement, all applicable federal, state and local laws, and legally
recognized professional standards.
8.2 Consultant represents and warrants to City that it has, shall obtain, and shall
keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Consultant to practice its profession. Consultant shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. HOLD HARMLESS
9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, employees and any person or entity owning or otherwise in legal control of
the property upon which Consultant performs the Project and/or Services contemplated
by this Agreement (collectively, the "Indemnified Parties") from and against any and all
claims (including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys'
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or
indirectly) to any breach of the terms and conditions of this Agreement, any Work
performed or Services provided under this Agreement including, without limitation,
defects in workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions
of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for whose acts
they may be liable, or any or all of them).
9.2 Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the sole
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negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorneys' fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Consultant, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No civil
service status or other right of employment shall accrue to Consultant or its employees.
Nothing in this Agreement shall be deemed to constitute approval for Consultant or any
of Consultant's employees or agents, to be the agents or employees of City. Consultant
shall have the responsibility for and control over the means of performing the Work,
provided that Consultant is in compliance with the terms of this Agreement. Anything in
this Agreement that may appear to give City the right to direct Consultant as to the details
of the performance of the Work or to exercise a measure of control over Consultant shall
mean only that Consultant shall follow the desires of City with respect to the results of the
Services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with the Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in order
to ensure the Project proceeds in a manner consistent with City goals and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of Work, Consultant shall obtain, provide and maintain at its own expense during the term
of this Agreement orforother periods as specified in this Agreement, policies of insurance
of the type, amounts, terms and conditions described in the Insurance Requirements
attached hereto as Exhibit C, and incorporated herein by reference.
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15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall be
construed as an assignment: The sale, assignment, transfer or other disposition of any
of the issued and outstanding capital stock of Consultant, or of the interest of any general
partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or
joint -venture or syndicate or co -tenancy, which shall result in changing the control of
Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five
percent (25%) or more of the assets of the corporation, partnership or joint -venture.
16. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Consultant shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such subcontractor
other than as otherwise required by law. City is an intended beneficiary of any Work
performed by the subcontractor for purposes of establishing a duty of care between the
subcontractor and City. Except as specifically authorized herein, the Services to be
provided under this Agreement shall not be otherwise assigned, transferred, contracted
or subcontracted out without the prior written approval of City.
17. OWNERSHIP OF DOCUMENTS
17.1 Each and every report, draft, map, record, plan, document and other writing
produced, including but not limited to, websites, blogs, social media accounts and
applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole right
to use such materials in its discretion without further compensation to Consultant or any
other party. Additionally, all material posted in cyberspace by Consultant, its officers,
employees, agents and subcontractors, in the course of implementing this Agreement,
shall become the exclusive property of City, and City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents, including all logins
and password information to City upon prior written request.
17.2 Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed Documents for other projects
and any use of incomplete Documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived against Consultant, and City assumes
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full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
17.3 All written documents shall be transmitted to City in formats compatible with
Microsoft Office and/or viewable with Adobe Acrobat.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept confidential
unless City expressly authorizes in writing the release of information.
19. INTELLECTUAL PROPERTY INDEMNITY
Consultant shall defend and indemnify City, its agents, officers, representatives
and employees against any and all liability, including costs, for infringement or alleged
infringement of any United States' letters patent, trademark, or copyright, including costs,
contained in Consultant's Documents provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the Services to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3) years,
or for any longer period required by law, from the date of final payment to Consultant
under this Agreement. All such records and invoices shall be clearly identifiable.
Consultant shall allow a representative of City to examine, audit and make transcripts or
copies of such records and invoices during regular business hours. Consultant shall allow
inspection of all Work, data, Documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment to Consultant
under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction of
the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue Work as a result of such withholding. Consultant shall have an immediate
right to appeal to the City Manager or designee with respect to such disputed sums.
Consultant shall be entitled to receive interest on any withheld sums at the rate of return
that City earned on its investments during the time period, from the date of withholding of
any amounts found to have been improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what would have
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resulted if there were not errors or omissions in the Work accomplished by Consultant,
the additional design, construction and/or restoration expense shall be borne by
Consultant. Nothing in this Section is intended to limit City's rights under the law or any
other sections of this Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the Project.
24. CONFLICTS OF INTEREST
24.1 Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et
seq., which (1) require such persons to disclose any financial interest that may
foreseeably be materially affected by the Work performed under this Agreement, and (2)
prohibit such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
24.2 if subject to the Act and/or Government Code §§ 1090 et seq., Consultant
shall conform to all requirements therein. Failure to do so constitutes a material breach
and is grounds for immediate termination of this Agreement by City. Consultant shall
indemnify and hold harmless City for any and all claims for damages resulting from
Consultant's violation of this Section.
25. NOTICES
25.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
25.2 All notices, demands, requests or approvals from Consultant to City shall
be addressed to City at-
Attn: Assistant City Manager
City Manager's Office
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
25.3 All notices, demands, requests or approvals from City to Consultant shall
be addressed to Consultant at:
Attn: Melanie McQueen
PATH
340 N. Madison Avenue
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Los Angeles, CA 90004
26. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Consultant shall submit to City, in writing,
all claims for compensation under or arising out of this Agreement. Consultant's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
identified by Consultant in writing as unsettled at the time of its final request for payment.
Consultant and City expressly agree that in addition to any claims filing requirements set
forth in the Agreement, Consultant shall be required to file any claim Consultant may have
against City in strict conformance with the Government Claims Act (Government Code
sections 900 et seq.).
27. TERMINATION
27.1 In the event that either party fails or refuses to perform any of the provisions
of this Agreement at the time and in the manner required, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) calendar days, or if more than two (2) calendar days are reasonably required
to cure the default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, and
thereafter diligently take steps to cure the default, the non -defaulting party may terminate
the Agreement forthwith by giving to the defaulting party written notice thereof.
27.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for Services
satisfactorily performed and costs incurred up to the effective date of termination for which
Consultant has not been previously paid. On the effective date of termination, Consultant
shall deliver to City all reports, Documents and other information developed or
accumulated in the performance of this Agreement, whether in draft or final form.
28. STANDARD PROVISIONS
28.1 Recitals. City and Consultant acknowledge that the above Recitals are true
and correct and are hereby incorporated by reference into this Agreement.
28.2 Compliance with all Laws. Consultant shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be subject
to approval of the Project Administrator and City.
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28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Consultant and City and approved as to form by the
City Attorney.
28.8 Severability. if any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employ. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorneys' fees.
28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: ZlZ IN
By:
Pity
ron C. Harp Attorney
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Will O'Neill
Mayor
ATTEST: CONSULTANT: PATH, a California
Date: nonprofit corporation
Date:
By: By:
Leilani I. Brown Jennifer Hark -Dietz
City Clerk Chief Executive Officer
Date:
By:
Sandy Oluwek
Chief Financial Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
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EXHIBIT A
SCOPE OF SERVICES
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Scope of Services
Deliverables
Consultant will deploy a team of trained homeless services professionals to engage with
individuals experiencing homelessness in Newport Beach to assist them in exiting the street by:
• Offering services and shelter at every engagement, and documenting when denied;
• Connecting individuals to the simplest transition to exiting the street including:
o Temporary shelter;
o Sobering stations/substance use treatment facility;
o Recuperative care;
o Reunification with family; and
o Housing.
• Enrolling individuals in services such as CalOptima/CaIAIM, CalVET or other federal,
state, local or private benefits to provide access to the County Coordinated Entry System
(CES), the Continuum of Care, and other programs; and
• Providing case management and housing navigation as needed to accomplish these
deliverables.
Description of Services
Outreach, Engagement, Case Management, and Housing Navigation
Consultant will provide trained case managers to coordinate with City staff, including Newport
Beach Police Department (NBPD) personnel, and other partners to proactively locate, identify,
and engage with homeless individuals to accomplish their exit off the street.
Specific activities include, but are not limited to:
• Conduct an initial assessment of client needs, eligibility and benefit status;
• Establish connection to Newport Beach;
• Identify opportunities for family reunification;
• Identify bed availability at all public and private shelters;
• Shelter placement, transportation and intake assistance;
• Verify, or assist with obtaining, legal identification;
• Enroll individuals in CalOptima/CaIAIM, CaIVET, or other Federal, State, local or private
benefits;
• Provide housing navigation and permanent placement including securing housing
vouchers where applicable and assisting with requisite meetings, applications,
documentation, or other necessary paperwork;
• Collaborate with appropriate agency or agencies to develop an individualized housing
stabilization plan for clients who have exited the street;
• Monitor and evaluate participant progress with the goal of establishing permanent
housing;
• Provide referrals to other providers and agencies, as warranted, including:
o Be Well or other sobering, substance use, or mental health providers
o Illumination Foundation or other recuperative care programs
o CAT, PERT, ER, EMS
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o CARE Court
o Other providers.
Transportation
Consultant will be responsible for the transportation and related costs of Newport Beach clients
to shelter intake appointments, outside referral provider intakes, DMV, and other agencies
incurred in the execution of the deliverables.
Management
1. Hours. Provide 40 hours of coverage per week to assist Newport Beach clients.
2. Training. Complete City -provided training related to the provisions of the Newport Beach
Municipal Code that relate to the Scope of Services.
3. Shelter Availability. Develop and maintain access to and integration with all homeless
resources, including governmental, nonprofit, advocacy, business, and faith -based
shelters to facilitate street exits and housing opportunities. Assess daily bed inventory
across all public and private shelters available to Newport Beach clients.
4. Meeting Participation. Participate in meetings as determined by the City and in weekly
regional case conferencing meetings to maximize efficient delivery of services and
leverage available resources.
5. Annual Census. Complete an annual census to measure success in exiting individuals
from the streets and better understand the needs of the unhoused population in Newport
Beach. Questions and directives for the census will be provided by City staff.
Data Collection and Documentation of Services Provided
Collect and report data for each interaction with an individual experiencing homelessness to
measure success in exiting people from the streets. Coordinate data entry in the County's
Homeless Management Information System and Coordinated Entry System.
Engagements and Outcomes:
1. Provide the City a weekly accounting of:
a. Number of successful shelter intakes, housing placements, and other street exits;
and
b. Appointments held with clients and with which partner agencies.
2. Provide the City with a monthly reporting and accounting of:
a. Number of unique individuals engaged
i. First-time contacted, established, or high utilizer
ii. Specific location in city
iii. Connection to, and how they got to, Newport Beach
iv. Where residing (public property, private property, vehicle, etc.)
V. Whether contact resulted in street exit
vi. Whether/number of times declined services or shelter
b. Demographics
i. Age and gender
ii. Last place housed
iii. Substance use/abuse identification, if applicable
iv. Physical disability/impairment/condition
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V. CalOptima/Cal AIM, CaIVET, eligible/enrolled
c. Identifying details of clients served
i. Initials
ii. Location of interactions(s)
iii. Progress of each client served
d. Outcomes
i. Services/ shelter accepted or denied
ii. Resources/referrals provided
iii. Contacted/reunified with family
iv. Shelter intake (specify shelter name)
V. Housing
vi. CalOptima/Cal AIM, CaIVET enrollment
vii. Be Well or sobering station/other mental health program
viii. Recuperative care intake
ix. Transported (DMV, appointment, other)
X. ER, PERT, CAT, EMS, NBPD
e. Street exits by type and service resource utilized;
f. On -call requests;
g. Personnel hours by activity type and associated cost;
h. Other costs associated with contract (administrative, etc.); and
i. Other data and reporting as requested.
Schedule of Staffing
1. Two (2) full time staff members (includes transportation), Monday through Friday; and
2. On -call staffing allocation 7 a.m.-7 p.m., Saturday — Sunday.
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Proposal to the City of Newport Beach
for
Homeless Outreach and Engagement Services
Request for Proposals No. 24-41
QUALIFICATIONS AND EXPERIENCE OF THE FIRM
Project Summary
PATH proposes to employ two outreach case managers (2 FTE) dedicated to serve individuals
experiencing unsheltered homelessness in or connected to Newport Beach. The outreach team will
provide on -the -ground support across the city to locate and identify unsheltered individuals, annually
engaging with 100 people through street -based outreach, one-on-one case management, and
comprehensive resources and supportive services (e.g., emergency shelter, physical and mental health
care, etc.) —all to help individuals exit the street and move into stable and healthy permanent homes.
PATH's approach will be person -centered and housing -focused. We will meet each person where they
are in their journey toward a permanent home using Housing First fundamentals and evidence -based
practices including trauma -informed care and harm reduction. Housing First, which prioritizes moving
individuals into housing and then providing voluntary supportive services that promote stability, has
been proven to be the most effective means of addressing individuals' homelessness. For outreach,
this means going beyond providing welfare checks, basic needs, and emergency shelter. PATH case
managers' primary goals will be to move individuals into a permanent home as quickly as possible,
offering services and support that encourage long-term change and prevent returns to homelessness.
This approach centers on relationship -based service delivery. The outreach team will build
relationships with the people they meet on the streets to gain trust and establish reliability. This
support instills hope and possibility in clients, driving them to take the steps needed to stabilize off of
the street. The team will also build relationships with other area stakeholders — business owners,
residents, and community leaders — to ensure open dialogue about homelessness, identify local
unsheltered individuals for the team to engage, and support solutions to the homelessness in the city.
Experience
PATH has been operating outreach programs since our founding in 1983 when we began providing
food and water to our unsheltered neighbors in Los Angeles' Westside neighborhood. We have since
evolved responsively to our served population's changing needs and operate a street -based case
management model across California. Understanding that ending homelessness requires a multi -
pronged approach, today we provide our unsheltered neighbors with holistic, person -centered
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services through strategic street outreach, case management, housing assistance, interim and
permanent housing, system navigation, health and wellness services, and financial literacy and stability
support.
In working with our served population, PATH often engages the highest acuity households, including
those with physical, mental, developmental, or behavioral health disabilities. We prioritize access for
people with the most urgent and severe service needs, including chronically and unsheltered homeless
individuals. Many people experiencing unsheltered and sheltered homelessness in Orange County live
with various disabling and chronic health conditions. For our 5,718 unhoused neighbors, these include
developmental disabilities (8%), mental health issues (25%), physical disabilities (25%), and substance
use disorders (29%).
PATH Orange County:
As a result of our statewide reputation as a leader in developing and implementing best practices in
homeless services, PATH established operations in Orange County in 2020 through the Placentia and
Yale Navigation Centers, bringing online 525 interim housing beds at a crucial time amid the COVID-19
pandemic. In 2021, we expanded PATH Orange County with Rapid Re -Housing and Emergency Housing
Voucher programs through contracts with the County of Orange Office of Care Coordination. In 2022,
we ramped up our Regional Care Coordination Outreach and Encampment Resolution programming
serving unsheltered individuals across Central and South Service Planning Areas (SPAs) — focusing
solely on Central in 2024. In 2023, we began offering CalOptima Health -contracted CalAIM Community
Supports and Enhanced Care Management services.
Our programs work in tandem to address the complex circumstances of each individual and help them
navigate systems and services to achieve self-sufficiency. PATH's core strategies include the following:
• Personalized Support: Our staff offer personalized, housing -focused case management and care
coordination to transition individuals out of homelessness and into permanent homes. TO
accomplish this, PATH's recruitment, onboarding, and employee life cycle training processes
prioritize staff with experience in case management and outreach, clinical backgrounds and
certificates, and lived expertise. Case managers work with clients to assess their needs through
initial intake and develop housing stability plans to identify short- and long-term housing goals
along with the action steps needed to achieve them. PATH staff refer clients to any needed
services either internally or through an external provider to ensure the most effective and
personalized solutions. They help our clients navigate public and private systems to access
critical resources (e.g., eligible benefits, medical homes, and government -issued identification)
required to secure housing, increase income, and stabilize their situations.
• Regional Care Coordination and Street Outreach: The County of Orange contracts PATH to
provide street outreach in the Central SPA to unsheltered individuals, many of whom are
chronically homeless and meet severe service need criteria. We coordinate our work with
Volunteers of America Los Angeles and Friendship Shelter, the North and South SPA operators,
and leverage our existing services to optimize our reach and operations. Our programming is
successfully serving and linking severe service needs groups including Care Plus Program/high
utilizers of services and the justice involved population via jail in -reach. We served 230
individuals in the first year of operations.
• Encampment Resolution: Through Orange County's first program using state Encampment
Resolution Funding (ERF), PATH began serving unsheltered individuals residing in Costa Mesa's
Talbert Park in October 2022 and we have successfully engaged over 70 individuals.
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Interim Housing: PATH operates two interim housing sites (525 beds) in Orange County that will
be accessible to the Newport Beach outreach team for direct referrals: 1) Placentia Navigation
Center with 100 beds for adult individuals and 2) Yale Navigation Center in Santa Ana with 425
beds for adult individuals, and couples. At the navigation centers, we pair basic needs resources
(e.g., shelter, nutritious meals, restrooms, showers, mailing address, transportation etc.) with
wraparound supportive services to help people transition out of unsheltered homelessness and
into permanent homes. Since opening navigation centers in Orange County in 2020, we
provided more than 1,500 individuals with a stable place to find respite and the support needed
to progress toward short- and long-term housing -centric goals, reintegrate into their
communities, and achieve improve their health.
Housing Navigation: PATH's case managers and housing specialists assess clients' needs to
determine the most appropriate housing solution (e.g., supportive housing, rapid re -housing,
affordable housing, and other solutions) for each individual. They help clients navigate housing
systems, locate and apply for available units, engage and liaise with landlords, provide move -in
assistance, and retention support once housed. PATH administered Emergency Housing
Vouchers (EHV) for the County, which has housed over 160 individuals. Our Rapid Re -Housing
program targeting North, Central, and South SPAS has housed over 80 individuals this past year.
CalAim Community Supports (CS) and Enhanced Care Management (ECM): PATH partnered
with CalOptima Health in January 2023 to ramp up CalAIM programming, operating Housing
Navigation, Housing Deposits, and Tenancy Sustainment through the Community Supports
program, and serving four ECM Populations of Focus including unhoused individuals who: 1)
have chronic mental/physical health needs, 2) make repeat ER/hospital visits, 3) have co-
occurring mental health issues, severe mental illness, and substance use disorder, and 4) are
justice -involved or incarcerated.
Health and Wellness: PATH Orange County works closely with medical and mental healthcare
resources to address our clients' existing diagnoses and promote preventive healthcare among
frequent users of public health services. We work with local hospitals to identify individuals,
provide services, and connect them with medical homes. In addition, we offer life skills and
stress management workshops to help those we serve embark on their journey to wellness.
Financial Stability: PATH increases our clients' income through workforce re-entry via Individual
Employment Plans (IEPs), job training and linkage services, resume building and interview
practice workshops, job retention services, and financial skills. Additionally, PATH helps clients
apply for public benefits by helping them determine eligibility, complete paperwork, and make
and attend appointments. By strengthening their finances, we help ensure they can afford
necessities such as rent and medicine so they can become and remain stably housed.
PATH is also an active collaborator and leader in Orange County. PATH Orange County's Regional
Director serves on the Continuum of Care board, supporting countywide homelessness efforts and
investments, and staff attend county and city outreach meetings. We are regular attendees at the
Homeless Provider Forum and Shelter Working Group, ensuring best practices and training for the
populations we serve. PATH also holds a seat on County of Orange Homeless Court Steering Group, and
is a core partner of the County's Care Plus Program, supporting interventions for the homeless
population connected with the criminal justice system.
PATH Outreach Experience:
As a core service, PATH has been providing street outreach for 40 years. Across the regions we serve,
we tailor our programs to meet the specific needs, size, and scope of the communities where we
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operate. In addition to the Orange County outreach described above, recent examples across
California include:
Son Diego River Homeless Outreach Program. PATH San Diego collaborates with the San Diego River Park
Foundation to provide an outreach worker dedicated to housing individuals living along the San Diego
River. This targeted, limited -scope project, funded by a grant from Kaiser Permanente, utilizes SDRPF's
sophisticated mapping data and knowledge of the area to locate difficult to find encampments along the
riverbank. Since operations began in December 2020, the program has served 347 individuals.
Partnership with Southern California Coastal Water Research Project (SCCWRP) and UCSD. This
partnership led us to survey people living unsheltered in the San Diego River catchment area about their
hygiene habits as part of a study on regional water quality. PATH San Diego was selected for this work in
part because of our prior success building rapport with service -hesitant individuals and ability to broach
sensitive topics with ease. In the first three months of the project, our team conducted 62 surveys with
the exceptionally high participation rate of 66%.
Los Angeles Riverbed Outreach. With ERF funds, PATH launched the Los Angeles River Re -Housing
Project in October 2022 with Council District (CD) 4 and the Office of the Chief Administrative Officer
(CAO) to engage unsheltered individuals living along the riverbank and provide person -centered case
management services and connections to time -limited subsidies. Our agency oversees this collaborative
effort, which also comprises NoHo Home Alliance and the Silver Lake, Echo Park, Los Feliz and
Hollywood Neighborhood Homelessness Coalition (SELAH). The project takes place along the Los
Angeles River in CD4, including encampments along Riverside Drive across the 5 Freeway and in Los Feliz
and Silver Lake, which serve as part of the inflow to the encampments. In just four months, we have
served 70 unduplicated unsheltered individuals, moving 31 to shelters, placed 18 in motels, and
connected 11 to time -limited subsidies for permanent housing.
PATH's Los Angeles Metro Outreach program, which deploys 24/7 multidisciplinary outreach teams
throughout the Los Angeles County public transit system. In collaboration with partner agencies, the
program covers the entire system, including bus, light rail, and subway lines and Union Station.
Outreach staff work in coordination with the public transit security and law enforcement to delineate
public safety needs from service needs. PATH is contracted to serve 3,000 individuals annually and
works to connected them to immediate shelter, housing, and physical and mental healthcare.
Los Angeles MacArthur Park. In fall of 2021, MacArthur Park in Los Angeles' CD1 was due to undergo
renovations and construction updates. However, it had become a popular place for encampments and
hundreds of people were using the park as their home. Due to our history of providing outreach services
in the area, CD1 contracted PATH to engage the individuals and find them interim and permanent
housing alternatives so the park could be cleared and critical maintenance completed.
Starting in January 2021, PATH helped 322 people transition into interim housing by October, including
126 in the two weeks of before the closure. PATH was able to accomplish this through focused care
coordination across agencies and districts. Through collaboration with the city, interim beds were
prioritized for the project to ensure safe alternative housing was available and individuals were not
simply pushed into living unsheltered in other areas. Project partners included the Department of
Sanitation, LAPD, the Department of Disability which provided wheelchairs for clients, Homeless Health
Care Los Angeles, the Los Angeles Homeless Services Authority (LAHSA), Homies Unidos, and the People
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Concern. PATH met regularly with CD1 to assess progress and needs, first monthly, then every other day
as the program came to a close.
Los Angeles Service Planning Area (SPA) 4 Street Outreach. PATH conducts extensive street outreach in
SPA 4 (Metro Los Angeles), totaling more than 21,300 served in the past five years. Additionally, since
2016, we have been the outreach coordination lead in the SPA as part of the Continuum of Care's
Coordinated Entry System (CES) services across the city, subcontracting under homeless services partner
The People Concern. In this role, we manage outreach coverage in the SPA and ensure 100% coverage by
service providers. When LA -HOP was rolled out in 2019, we began managing and using the system to
send teams to respond to requests for service across the SPA.
Los Angeles Westchester/Pico Robertson. PATH has operated outreach services in the Westchester and
Pico Robertson area of Los Angeles' CD11 for more than five years and has served more than 460
individuals in that time. Recently the Council Office approached PATH to help address the homelessness
in Westchester Park. With LAHSA, we created a by -name list of 75 people experiencing homelessness to
target with intensive outreach. Using flexible funds, we were able to put up 68 individuals in a nearby
motel for three months of transitional housing. Through the program we were granted prioritized access
to recovery re -housing and Project Homekey units and placed 65 in homes.
PATH Santa Clara County's Downtown Outreach Program. Since 2018, PATH has been contracted with
the City of San Jose to provide street outreach and case management services in the downtown region.
Our success led to an enhanced outreach contract with the city to provide clinical diversion, and storage
services. Through this partnership, PATH's teams provide an array of supportive services, resources, and
financial assistance designed to meet the unique needs of people experiencing homelessness in
downtown San Jose, Coyote Creek, and other surrounding areas. Through this program, we serve nearly
600 individuals annually.
PATH Santa Clara's COVID-19 Vaccine Education and Outreach Program. At the height of the pandemic,
we provided targeted COVID-19 vaccine outreach through our partnership with Santa Clara County.
PATH created and managed a Vaccination Outreach & Education Team (VOET) that was responsible for
providing 400 hours of vaccine outreach per week on streets, and in encampments and shelters. Over 13
months, we provided vaccine outreach to 2,753 unhoused neighbors.
PATH Santa Clara County's Crisis Response Initiative. In early 2022, PATH was called upon to pilot the
San Jose Downtown Crisis Response Initiative. Through this program, PATH deploys a specialized crisis
response team dedicated to immediately addressing mental health crises affecting the area's
unsheltered population. Skilled clinicians provide trauma -informed and culturally sensitive de-
escalation, crisis intervention, and intensive case management services to 70 individuals annually.
The impact of our work has caught cross -sector attention and PATH also has multiple partnerships with
Fortune 500 companies to engage clients who find respite and basic needs resources in their businesses
and communities. From our vast experience, PATH has built a housing -focused, street -based case
management outreach model that effectively engages people experiencing homelessness as quickly as
possible while prioritizing client choice, voluntary participation, and reducing trauma.Population:
In working with our served population, PATH often engages the highest acuity households, including those
with physical, mental, developmental, or behavioral health disabilities. We prioritize access for people
with the most urgent and severe service needs, including chronically and unsheltered homeless
individuals. Many people experiencing unsheltered and sheltered homelessness in Orange County live
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with various disabling and chronic health conditions. For our 5,718 unhoused neighbors, these include
developmental disabilities (8%), mental health issues (25%), physical disabilities (25%), and substance
use disorders (29%).
QUALIFICATIONS AND EXPERIENCE OF KEY PERSONNEL
Key personnel will include:
Tescia Uribe, LCSW, PATH chief program officer, oversees all programs in the Los Angeles and
Orange County regions, ensuring continuity in service delivery and responsible program
management.
Tescia joined PATH in November 2013 as the director of ACT (Assertive Community Treatment)
services, director of veteran clinical services, and later as the regional director of Metro LA.
Tescia has more than 15 years of experience working with individuals with serious mental health
difficulties, chemical dependencies, chronic health conditions, and homelessness. She came to
PATH from Mental Health Association where she provided a breadth of services from therapy to
program management. She earned her Bachelor of Social Work from Azusa Pacific University and
MSW from University of Southern California, with a sub -concentration of severe and persistent
mental illness. Tescia became an LCSW in 2012.
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• Melanie McQueen, PATH Orange County regional director, oversees all Orange County programs
including the Yale and Placentia Navigation Centers, Care Coordination and Encampment
Resolution, Rapid Re -Housing, CalAIM and other regional programming. Melanie will be
dedicated to the program at a rate of 0.05 FTE.
Melanie has over 20 years of experience in homelessness, housing, supportive services, and
criminal justice fields. Prior to joining PATH in June 2022, Melanie managed care coordination for
the County of Orange, supporting regional initiatives to reduce and prevent homelessness. She
has formerly held leadership positions in five nonprofits and has extensive operations and
programmatic experience developing and managing interim housing, shelter, outreach, and
prevention projects for vulnerable populations She is skilled in developing performance
frameworks, quality standards, outcome measures and audit tools to support teams in achieving
their potential. Melanie holds a bachelor's degree in applied social sciences and as accreditation
as a domestic violence practitioner.
Marisol Lara, MPH, PATH Orange County director of care coordination services, manages PATH's
outreach programs in Orange County, which will include the Newport Beach team, if awarded.
With the associate director, she oversees service delivery standards and team coordination,
implements program strategy, and ensures program compliance. She will be the city's primary
contact for the Newport Beach program. Her salary and benefits will be leveraged from other
contracts.
Marisol has seven years of experience working in the health and homelessness sectors including
at the Weingart Center where she was director of off -site programs and services, and the Los
Angeles Homeless Services Authority (LAHSA) where she coordinated advisory groups and was a
Project Roomkey supervisor. She began with PATH in November 2022 implementing Orange
County's Care Coordination and Encampment Resolution Program in Central and South SPAS.
Jaime Caraballo, PATH Orange County associate director of care coordination services, will
manage the Newport Beach outreach team. With the director, he will track program and client
outcomes and manage day-to-day program operations. His salary and benefits will be leveraged
from other contracts.
Jaime has been working in homelessness outreach and case management since 2015, and in
workforce development, training, and recruiting for the 10 years prior. He began with PATH in
San Diego as an outreach specialist in 2021 and his experience and skill quickly moved him to
program manager, and then his current Orange County associate director position in November
2022 to help lead our outreach program. Jaime is a U.S. Marine Corps Veteran and studied
Workforce Education and Development at Southern Illinois University, Carbondale.
A program manager currently serving under an existing contract will cover the Newport Beach
program at a rate of 0.25 FTE. The program manager (identified upon award) will directly
supervise and support the outreach case managers, provide additional coverage when
necessary, and ensure coordination with other outreach teams. They will have at least two years
of experience in healthcare, case management, homeless services, or working with vulnerable
populations, and one year of supervisory experience.
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The two outreach case managers assigned to Newport Beach are yet to be determined. PATH will
prioritize internal hires working in Orange County who may want to transfer to the new program,
which will accelerate program implementation by shortening the ramp up period. Otherwise,
PATH will use our robust human resources department to recruit experienced staff with a
preferred two years of experience in healthcare, case management, homeless services, or
working with vulnerable populations or a related field. PATH strives to hire bilingual staff and
those with lived expertise who reflect the backgrounds of our served populations. This allows for
greater trust between the client and case manager and leads to better service engagement and
program success.
PATH will not use subcontractors for this program.
METHOD OF APPROACH / PROJECT APPROACH
PATH Orange County will leverage the expertise detailed above as well as our current familiarity with and
relationships in the City of Newport Beach to perform all services as requested in the Scope of Services,
between Monday -Friday and on -call during the weekends. We will deploy two full-time outreach case
managers (2 FTE) who will be fully dedicated to the city, providing a minimum of 40 hours of coverage in
the city per week. PATH will also leverage our existing outreach staff to provide on -call coverage in
Newport Beach, responding to client crises or transportation to shelter. A program manager at 0.25 FTE
will provide programmatic coordination and oversight.
In coordination with city staff, the team will identify target areas and canvas the city for unsheltered
individuals. PATH will also establish communication with essential stakeholders, such as the police
department, Costa Mesa Bridge Shelter, and other agencies who often encounter unhoused individuals
(e.g., libraries, businesses, service providers) to receive referrals and help track clients. Most of the
outreach case managers' work will occur in the field and they will be equipped with necessary
equipment to perform effective street outreach (i.e., backpack, cell phone, tablet/laptop, food and
hygiene items for distribution, basic medical supplies and PPE, naloxone, etc.).
As they encounter individuals in the field, the team will provide a slate of services and activities for each
client, as follows.
Assessment and temporary housing services.
• Initial assessment of client needs, eligibility, and benefit status.
o When an individual agrees to enrolling in services, outreach case managers will obtain
all appropriate consents and releases of information for clients' participation in the
Homeless Management Information System (HMIS) and enter their engagement date
into the system. They will work with outreach case managers to complete a thorough
assessment, verifying their homeless status and identifying all the biological,
psychological, and social (i.e., biopsychosocial) factors contributing to the client's state
of homelessness. The assessment will allow the outreach case manager to identify the
client's needs for housing and services and their current financial and health status.
o As part of this initial assessment, each client's connection to Newport Beach will be
established. Connections may include current habitation, familial connections, prior
residency, and enrollment in local services or treatment programs.
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o Clients will also be screened for current enrollment and/or eligibility for benefit
programs such as SSI/SSDI, CaIAIM, General Relief, Cal Fresh, etc.
Diversion/problem solving, including family reunification.
o Early in engagement with a client, the outreach staff will conduct diversion and problem -
solving activities to identify immediate opportunities for resolution of the individual's
homeless episode. Key components to diversion engagement strategy are observing
body language, using open-ended questions, and listening carefully for people in the
person's network who have the potential to provide support. Diversion conversations
will be aimed at identifying potential resources they may be able to draw on to resolve
their homelessness. Solutions may include resolving a dispute with a previous landlord
or family member, or family reunification when safe and appropriate. Though employed
as a first step, problem -solving strategies will continue throughout engagement as case
managers explore creative solutions to ending their clients' homeless episodes.
Identify bed availability at all public and private shelters.
o PATH collaborates with the Orange County shelter network and operates 525 shelter
beds via operation of the Placentia and Yale Navigation Centers. Through our current
outreach efforts, we already connect clients to Costa Mesa Bridge Shelter and Yale
Navigation Center, where we serve approximately 25 Newport Beach clients per year. If
awarded this contract, we will reinforce our coordination with all local shelter providers
to establish a communication process and conduct a daily assessment of available beds
for unsheltered clients.
Shelter placement, transportation, and intake assistance.
o If the outreach team can match a client with an available shelter bed, they will arrange
to meet the client at a place of their convenience and transport them and their
belongings to the shelter location. Once they have arrived, outreach staff will conduct a
warm hand-off to the shelter provider staff and assist with intake. Staff will accompany
the client into the shelter, ensure they are connected to the shelter staff, and help with
intake until the client feels comfortable.
Intensive case management
■ Individual service and housing plans and service navigation
o Informed by the assessment taken at intake, outreach case managers will work closely
with each client to develop an individualized services plan (ISP) that will serve as a
roadmap to permanent housing and identify the resources needed to promote retention
once housed. Each plan is personalized to the client and will contain several key
components addressing social determinant factors related to housing. It will:
■ State the clients' housing desires (e.g., where and how they want to live)
■ Outline the goals they need to reach to become stably housed, and
■ Detail action steps to services the client needs to access with target completion
dates.
o Teams will use SMART (Specific, Measurable, Achievable, Reasonable/Relevant, and
Time -limited) goals to develop an individualized, person -centered plan. With each goal
and associated action steps, the outreach case manager will work with the client to
identify potential barriers to accomplishing their goals. Barriers may be related to health,
income, substance use, or other obstacles. The outreach case manager will focus on
helping the client remove barriers and develop internal and external resources to
promote stability, support them during periods of psychiatric distress, and promote
community integration once housed.
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Meeting the client where they are at
o PATH will collaborate with City of Newport Beach, the police department, and existing
outreach and engagement teams to offer an accessible and tailored presence in the
community, partnering in outreach efforts, targeting 'hot spots' and deploying
encampment resolution practices where needed.
o PATH's outreach programing prides itself on continuity of care for individuals where they
are, both physically and mentally, in their homelessness journey. This includes
supporting justice -involved clients through our established jail in -reach, ensuring
successful re-entry planning and linkage to supportive services in the community on
their release.
Monitor and evaluate participant progress with the goal of establishing permanent housing
o The ISP will be the guiding document for participant progress throughout the program.
Outreach case managers will meet with each client to conduct ongoing assessments and
provide interventions as needed to help the client effectively cope with behavioral
health, physical health, and substance use conditions impacting housing stability. They
will attempt to meet with clients weekly unless acuity, individual circumstances, or case
conferencing indicate a different frequency is needed.
Referral and linkage to supportive services
o Outreach case managers will provide basic welfare and outreach interventions, including
hygiene kits, food, and harm reduction tools, to ensure clients' immediate needs are
assessed and stabilized.
o Clients will be engaged in exploring shelter options and case managers will provide
referral, transportation, and intake support in collaboration with shelter operators. PATH
has immediate access to set aside beds within Yale Navigation Center and PATH will
ensure this resource is used for eligible Newport Beach clients with Central SPA ties.
PATH has existing partnership with the Costa Mesa Bridge Shelter operator and is
familiar with referral and intake practices.
o For clients with mental and physical healthcare needs, PATH will use our internal referral
mechanism to our CalAIM programming, ensuring outreach is paired with eligible
Community Supports and Enhanced Care Management services. This will facilitate
greater access to housing opportunities leveraging housing navigation, deposits and
tenancy sustainment resources.
o The outreach case managers will provide referrals to external services as needed and
identified through the Housing ISP. In addition to housing, possible services and
resources include:
■ Medical healthcare (including CalAIM Community Supports and Enhanced Care
Management, CAT, PERT, ER, and EMS)
■ Mental healthcare (including County Behavioral Health and BeWell OC street -
based medicine)
■ Disability support via PATH's existing HDAP specialist services
■ Substance use treatment and sobering centers (including BeWell)
■ Benefits assistance
■ Employment assistance
■ Transportation assistance
■ Legal services (including Care Court)
■ Food and basic needs
■ Safe parking
■ Documentation assistance
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■ Domestic violence resources
Childcare linkages
Identification and document assistance
o The outreach team will assist clients in acquiring essential documentation including
drivers' licenses and identification cards at the Department of Motor Vehicles; discharge
documentation (DD-214) from the Department of Veterans Affairs for our Veteran
clients; and birth certificates from the Orange County Clerk Recorder Office.
Benefits assistance
o Staff will also assist clients in navigating complex systems for public benefits for
enrollment in CalOptima/CaIAIM (as described above), CaIVET, or other Federal, State,
local or private benefits.
o As an Orange County SOAR lead, PATH provides disability advocacy through Housing and
Disability Advocacy Program (HDAP) services, including filing paperwork and appeals.
We have developed a robust screening process upon enrollment to determine benefits
eligibility, supporting linkages as quickly as possible. We work with individuals to get a
verification of disability form and/or verification of disability by referring provider.
Disability is considered for both mental and physical and is also determined if an
individual can work part-time and/or is completely disabled. Additional benefit options
include SSI, CAP[, and veteran's benefits. For all forms of disability benefits, individuals
have a chance to submit reconsideration or appeal requests.
Housing navigation
Clients will be entered into the Orange County HMIS and the Coordinated Entry System (CES) at the
earliest opportunity to match clients with an appropriate housing intervention. If clients are matched
through CES, the outreach team will contact the housing provider and provide assistance and support
until the client has completely transitioned into permanent housing.
During development of the housing stability plan, case managers and clients will identify the most
appropriate type of housing intervention for the client to be successful in housing long-term. The
assessment will help determine whether the client needs long-term case management and supportive
services (i.e., permanent housing) or can benefit from time limited subsidy with shallow subsidy and
stabilization case management. They will also determine if there is a possibility for shared housing based
on the client's existing community and support system.
Throughout their engagement with unhoused individuals, outreach staff work to eliminate the systemic
barriers that keep them from pursuing and securing permanent homes. One of the most critical parts of
becoming "housing ready' prior to accessing a permanent home is obtaining vital documents, such as
government IDs, birth certificates, social security cards, and other essential records. Outreach case
managers will walk with clients through the systems to acquire documentation to ensure they can
quickly move into housing once it is available.
Other housing assistance that outreach case managers will provide includes:
• Obtaining Emotional Support Animals (ESA) documents
• Move -in assistance including essential furnishings and household goods (e.g., bed, kitchen
supplies, tables, utensils/cookware
• Accompanying them to appointments for voucher briefings or apartment viewings
• Transportation needs for attending meetings appointments or services and resources
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• Identifying available units and liaising with landlords during lease -up activities
Client choice and empowerment in selecting housing is essential to retention. Following Housing First
standards, PATH will ensure the housing search process is client -driven and responsive to their needs,
including location, amenities (e.g., laundry, allows pets, etc.), accessibility, proximity to client's resources
(e.g., healthcare, employment), and other components critical to living a healthy and comfortable life.
Transportation
PATH will provide all clients with access to transportation as they seek services, care, and housing. PATH
strives to encourage self-sufficiency for clients whenever possible. However, we also recognize that
clients may need additional supports to successfully meet their goals and objectives, including staff to
accompany them as necessary. PATH will support with transportation in the following ways:
• PATH will use an ADA-accessible van to transport clients to interim housing, appointments, or
other needs that help advance them toward their housing goals. To ensure that our clients
access much -needed resources, case managers will accompany them to critical appointments as
needed, including benefit enrollment interviews, mental health screenings, voucher briefings,
apartment viewings, and more. The vehicles also help us move individuals' belongings to interim
housing or permanent homes.
• Enterprise Rent-A-Car: PATH holds a contract that allows staff to rent cars for client
transportation when needed.
• Lyft: PATH has a corporate account which we will use when appropriate and based on the client's
comfort level.
• Flexible funds may be used to purchase bus passes, enlist rideshare services, and assist clients
with other transit methods as needed to ensure that mobility is not a barrier to any clients
accessing services.
Management
• Training: Outreach staff will complete city -provided training related to the provisions of the
Newport Beach Municipal Code relevant to the Scope of Services. In addition, all PATH staff
undergo comprehensive training in program specifics and evidence -based practices for serving
people experiencing homelessness at onboarding, with a minimum of 80 hours completed
within six months of start date. PATH uses a combination of in -person and electronic training
facilitated by an internal training coordinator and the Relias Learning Management System.
Trainings include, but are not limited to:
o Housing First
o Harm Reduction
o Critical Time Intervention
o Progressive Engagement
o Trauma -informed Care
o Motivational Interviewing/Listen, Empathize, Agree and Partner (LEAP)
o Cultural Competency
o Diversity, Equity, and Inclusion
o Mental Health First Aid
o Suicide Prevention
o Non-violent Crisis Intervention
o CPR, First Aid, and NarCan Administration
o SSI/SSDI Outreach, Access, and Recovery (SOAR)
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o Outreach 101
o Diversion/Problem Solving
o HMIS and CES Training
o County and City Program Operations
o Confidentiality and Personal Information Protection
o HIPAA
o Working with sensitive populations, including victims of Human Trafficking and Domestic
Violence, LGBTQ++ populations, immigrant, and undocumented populations
Meeting participation: PATH staff will participate in local meetings as requested by the city as
well as weekly regional case conferencing meetings.
Annual census: PATH will coordinate with the city to complete an annual census to measure
success in exiting individuals from the streets and better understand the needs of the Newport
Beach's unhoused population.
Data Collection and Documentation:
PATH will collect and report data as listed in the Scope of Services for each interaction with an individual
experiencing homelessness to measure success in exiting people from the streets and enter data into the
HMIS and CES. Quality assurance is among PATH's priorities, and we have a robust quality assurance and
compliance department to track program goals and ensure efficacy. We have incorporated internal
quality and performance monitoring into our agency's infrastructure, including site visits and case file
reviews. Performance results will be discussed with program management staff, with course corrections
or service enhancements implemented as needed to ensure the project will remain on track to achieving
its established goals.
PATH staff are highly trained in effective engagement techniques for client data collection and data
integration, and we have appropriate confidentiality forms and systems in place to allow for the sharing
of relevant data, while ensuring the protection of private client data. PATH will track all relevant
indicators and outcomes in HMIS, and our own organizational database and data will be entered within
24 hours of encounters with clients. Using these databases allows program staff to monitor clients'
progress on an individual and programmatic level.
The associate director will use this data to run comprehensive reports and conduct quantitative program
evaluations based on established objectives. As described in the RFQ, we will produce weekly and
monthly data reports for the city with data on key metrics and geographic coverage. If these reports
demonstrate that current strategies are not producing the desired results, the program directors will
discuss the discrepancy with the chief program officer to identify new solutions to achieve identified
goals. Program leadership will raise the issue with the city along with a proposed corrective action plan
to get the project on track.
Furthermore, the finance team tracks all outlays and regularly meets with program directors to ensure
compliance with budget projections and track progress toward our expenditures. PATH reports spending
and outcomes to funders according to our grant agreements and contracts or as requested by the
funder.
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EQUIPMENT LISTING
Computers —Surface Pro Laptop
o Used for entering HMIS data, assisting clients with completing applications and
paperwork, and many day-to-day case management activities.
Cell phone — Whone 15
o Used for all program communication including with clients, team members and other
staff, city officials, service providers, etc.
• Vehicle — Dodge ADA-accessible van
o Used to transport staff to client locations as well as transporting clients and their
belongings to appointments, housing, and other resource locations.
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EXHIBIT B
SCHEDULE OF BILLING RATES
PATH Page B-1 12-33
Schedule of Billing Rates
Monthly
Annually
Two (2) FTE Staff Members
$13,970.00
$167,640.00
Administrative Costs (includes management,
documentation/reporting)
$3,246.17
$38,954.04
Operating Costs (includes transportation,
insurance, supplies, technology)
$5,030.25
$60,363.00
Tota 1
$22, 246.42
$266,957.04
Hourly Rate
On -Call Staffing (Weekends 7 a.m. — 7 p.m.)
$32
Overtime
$48
Holiday Rate
$64
The total includes an indirect cost rate of 10% for operating and staff costs.
The vehicle cost of the ADA accessible van is also included in the operating costs.
12-34
EXHIBIT C
INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES
1. Provision of Insurance. Without limiting Consultant's indemnification of City, and
prior to commencement of Work, Consultant shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Consultant
agrees to provide insurance in accordance with requirements set forth here. If
Consultant uses existing coverage to comply and that coverage does not meet
these requirements, Consultant agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business
of insurance in the State of California, with an assigned policyholders' Rating of A -
(or higher) and Financial Size Category Class VI (or larger) in accordance with the
latest edition of Best's Key Rating Guide, unless otherwise approved by the City's
Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Consultant shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability Insurance
with limits of at least one million dollars ($1,000,000) each accident for bodily
injury by accident and each employee for bodily injury by disease in
accordance with the laws of the State of California.
Consultant shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its City Council, boards
and commissions, officers, agents, volunteers, employees.
B. General Liability Insurance. Consultant shall maintain commercial general
liability insurance, and if necessary excess/umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than two million dollars ($2,000,000) per
occurrence, four million dollars ($4,000,000) general aggregate. The policy
shall cover liability arising from bodily injury, property damage, completed
operations, personal and advertising injury, and liability assumed under an
insured contract (including the tort liability of another assumed in a business
contract).
PATH Page C-1
12-35
C. Automobile Liability Insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Consultant
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
D. Professional Liability (Errors & Omissions) Insurance. Consultant shall
maintain professional liability insurance that covers the Services to be
performed in connection with this Agreement, in the minimum amount of two
million dollars ($2,000,000) per claim and four million dollars ($4,000,000) in
the aggregate. Any policy inception date, continuity date, or retroactive date
must be before the Effective Date of this Agreement and Consultant agrees
to maintain continuous coverage through a period no less than three years
after completion of the Services required by this Agreement.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers,
employees or shall specifically allow Consultant or others providing insurance
evidence in compliance with these requirements to waive their right of
recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers from each of
its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
excess/umbrella liability, pollution liability, and automobile liability, if required,
but not including professional liability, shall provide or be endorsed to provide
that City, its City Council, boards and commissions, officers, agents,
volunteers, employees shall be included as insureds under such policies.
C. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation against
City, its City Council, boards and commissions, officers, agents, volunteers
and employees or shall specifically allow Consultant or others providing
insurance evidence in compliance with these requirements to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers from each of
its subconsultants.
PATH Page C-2
12-36
D. Additional Insured Status. All liability policies including general liability,
excess liability, pollution liability, and automobile liability, if required, but
not including professional liability, shall provide or be endorsed to provide
that City, its City Council, boards and commissions, officers, agents,
volunteers and employees shall be included as insureds under such
policies.
E. Primary and Non Contributory. All liability coverage shall apply on a
primary basis and shall not require contribution from any insurance or
self-insurance maintained by City.
F. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days' notice of cancellation (except for nonpayment for which
ten (10) calendar days' notice is required) or nonrenewal of coverage for
each required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to
the following:
A. Evidence of Insurance. Consultant shall provide certificates of insurance
to City as evidence of the insurance coverage required herein, along with
a waiver of subrogation endorsement for workers' compensation and
other endorsements as specified herein for each coverage. Insurance
certificates and endorsement must be approved by City's Risk Manager
prior to commencement of performance. Current certification of insurance
shall be kept on file with City at all times during the term of this
Agreement. The certificates and endorsements for each insurance policy
shall be signed by a person authorized by that insurer to bind coverage
on its behalf. At least fifteen (15) days prior to the expiration of any such
policy, evidence of insurance showing that such insurance coverage has
been renewed or extended shall be filed with the City. If such coverage
is cancelled or reduced, Consultant shall, within ten (10) days after receipt
of written notice of such cancellation or reduction of coverage, file with
the City evidence of insurance showing that the required insurance has
been reinstated or has been provided through another insurance
company or companies. City reserves the right to require complete,
certified copies of all required insurance policies, at any time.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Consultant sixty (60) calendar days'
advance written notice of such change. If such change results in
substantial additional cost to Consultant, City and Consultant may
renegotiate Consultant's compensation.
PATH Page C-3 12-37
C. Right to Review Subcontracts. Consultant agrees that upon request, all
agreements with subcontractors or others with whom Consultant enters
into contracts with on behalf of City will be submitted to City for review.
Failure of City to request copies of such agreements will not impose any
liability on City, or its employees. Consultant shall require and
verify that all subcontractors maintain insurance meeting all the
requirements stated herein, and Consultant shall ensure that City is an
additional insured on insurance required from subcontractors. For CGL
coverage, subcontractors shall provide coverage with a format at least as
broad as CG 20 38 04 13.
D. Enforcement of Agreement Provisions. Consultant acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Consultant of non-compliance with any requirement imposes no
additional obligations on City nor does it waive any rights hereunder.
E. Requirements not Limiting. Requirements of specific coverage features
or limits contained in this Section are not intended as a limitation on
coverage, limits or other requirements, or a waiver of any coverage
normally provided by any insurance. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be all inclusive,
or to the exclusion of other coverage, or a waiver of any type. If the
Consultant maintains higher limits than the minimums shown above, the
City requires and shall be entitled to coverage for higher limits maintained
by the Consultant. Any available insurance proceeds in excess of the
specified minimum limits of insurance and coverage shall be available to
the City.
F. Self -insured Retentions. Any self -insured retentions must be declared to
and approved by City. City reserves the right to require that self -insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements
unless approved by City.
G. City Remedies for Non -Compliance. If Consultant or any subconsultant
fails to provide and maintain insurance as required herein, then City shall
have the right but not the obligation, to purchase such insurance, to
terminate this Agreement, or to suspend Consultant's right to proceed
until proper evidence of insurance is provided. Any amounts paid by City
shall, at City's sole option, be deducted from amounts payable to
Consultant or reimbursed by Consultant upon demand.
H. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from
Consultant's performance under this Agreement, and that involve or may
involve coverage under any of the required liability policies. City assumes
PATH Page C-4 12-38
no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to
involve City.
Consultant's Insurance. Consultant shall also procure and maintain, at
its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution
of the Work.
PATH Page C-5 12-39