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CC:HA - CONSENT ITEM: - (1) Waiver of Formal Competitive Bidding Procedures Pursuant to Culver City Municipal Code Section 3.07.075.E.3; and (2) Approval of an Amendment to the Existing Professional Services Agreement with St. Joseph’s Center to Perform Case Management, Needs Assessment, Job Development Services and Supportive Service Referrals for the Family Self-Sufficiency Program through June 30, 2028 in an Additional Amount Not-to-Exceed $163,808 for Fiscal Year 2025-2026, $168,726 for Fiscal Year 2026-2027, and $173,788 for Fiscal Year 2027-2028.
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Meeting Date: June 23, 2025
Contact Person/Dept: Tevis Barnes, Mona Kennedy Housing and Human Services
Phone Number: 310-253-5780
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: St. Joseph Center (04/2025) (E-Mail) Meetings and Agendas - City Council (06/19/2025)
Department Approval: Tevis Barnes, Housing and Human Services (05/30/2025)
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RECOMMENDATION
Staff recommends the City Council and Housing Authority (Authority) Board waive formal competitive bid procedures, pursuant to Culver City Municipal Code (CCMC) Section 3.07.075.E.3; and the Authority Board approve an amendment to the existing professional services agreement with St. Joseph’s Center (SJC) to perform case management, needs assessment, job development services and supportive services for the Family Self Sufficiency (FSS) Program through June 30, 2028 in an additional amount not-to-exceed $163,808.00 for Fiscal Year 2025-2026, $168,726.00 for Fiscal Year 2026-2027, and $173,788.00 for Fiscal Year 2027-2028.
BACKGROUND/DISCUSSION
Family Self Sufficiency Program
The Cranston-Gonzales National Affordable Housing Act (Act) of 1990, Section 554, enacted the FSS Program which is implemented by the U. S. Department of Housing and Urban Development (HUD). This Act set forth a new direction for Public Housing Authorities across the country. FSS is a voluntary program designed to enable families receiving Section 8 rental assistance to become economically independent from all forms of public assistance within a five-year time frame (with a two-year extension if necessary). Using housing as a stabilizing force, the FSS Program connects families to needed supportive services, such as educational and vocational training, transportation, and childcare and other identified support services to enable the participants to focus on activities and experiences that enhance the participant’s ability to succeed in the workplace.
Additionally, the FSS Program carries a financial incentive in the form of the establishment of an escrow account which the family receives upon their graduation from the program. Through the use of Federal Section 8 Funds, this escrow account functions like a “forced savings account” and is generated based upon an increase in the FSS participant’s earned income. Once the FSS participant experiences an increase in earned income, the Authority is required to credit an escrow account a portion of the increase of rent that would otherwise result from increased in earned income. Since the beginning of the program in 1999, FSS participants have generated escrow amounts totaling over $195,645.63 - with some being as high as $39,695.82. The Authority has committed to assisting 25 households. There are currently 15 households enrolled in the FSS program. The FSS Coordinator along with the SJC Director are actively conducting recruitment to increase participation.
The Authority has witnessed many successful graduations. A total of 73 households have participated, and of this number, 35 have graduated and completed their FSS Contract of Participation (COP). Some of these households have even secured better employment and received college certifications and degrees.
Since January 2008, St. Joseph’s Center has functioned as the FSS Coordinator for the Authority’s FSS Program. To continue to assist Culver City’s FSS Program participants in achieving their goals and continue providing uninterrupted service, it is recommended that the existing contract with SJC be extended through June 30, 2028 in an amount not to exceed $163,808.00 for Fiscal Year 2025-2026, $168,726.00 for Fiscal Year 2026-2027, and $173,788.00 for Fiscal Year 2027-2028.
The FSS Program Coordinator is responsible for the following activities:
• Conducting intake interviews.
• Assessing the skills, abilities, needs, resources of families.
• Connecting and securing resources to help participant achieve the goal of economic independence.
• Identifying realistic goals and developing tasks and milestones to accomplish goals.
• Monitoring and documenting the family’s progress to goals in the client’s contract.
• Coordinating and conducting recruitment of FSS participants.
• Organizing economic-enrichment seminars such as preparing for homeownership, consumer credit counseling, and job interview skills.
• Conducting surveys to determine Program success.
• Recruiting new participants to the FSS Program.
• Providing assistance in applying for additional HUD FSS grant funds.
In general, CCMC Section 3.07.065 exempts professional services from the formal competitive bid process. However, pursuant to CCMC Section 3.07.050, where the same consultant has been used for a period of five years, the formal bidding procedures shall apply unless waived by the City Council. In this case, City staff is requesting that the City Council waive this requirement for the reasons stated above, in accordance with CCMC Section 3.07.075.E.3.
FISCAL ANALYSIS
The amendment to the St. Joseph’s Center contract for the FSS Coordinator is not to exceed the following additional amounts for each of the next three fiscal years $163,808.00 for Fiscal Year 2025-2026, $168,726.00 for Fiscal Year 2026-2027, and $173,788.00 for Fiscal Year 2027-2028.
Under the previous 2022-2025 FSS SJC contract, the positions of Case Manager (FTE 1.00%), Director (FTE .05%) and Program Manager (FTE .17%) were supported under the contract budget.
Under the proposed 2025-2028 FSS SJC contract budget, the Case Manager along with Director will continue to provide services. The Case Manager who functions as the lead FSS Coordinator will continue at 100% FTE. The Director will be increased from .05% FTE to .20% FTE and the Program Manager role will be eliminated. In addition, under the new proposed budget, SJC has included staffing expenditures for the Data Specialist and Compliance Specialist. This proposed staffing structure is required to oversee program efficiency and integrity and to expand the level of supportive services/resources provided to FSS participants.
Although there is a slight increase in the overall cost of the 3-year total budget, SJC has decreased the operating costs for items such as staff training and development, office supplies, staff mileage and parking have decreased.
The FSS Coordinator contract is supported through a grant from HUD. Since 1999, the Authority has applied for and been awarded funding by HUD for the FSS Coordinator program. For calendar year 2025, the Authority was awarded $34,840. The balance of the contract is supported through the Section 8 Administrative Fund. There is sufficient funding available under the Section 8 Administrative Fund, and there is currently no impact to the City’s General Fund or the Low- and Moderate-Income Asset Fund (LMIHAF).
ATTACHMENTS
None
MOTION
That the City Council and Housing Authority Board:
1. Pursuant to CCMC Section 3.07.075.F.3, waive formal competitive bidding procedures; and
That the Housing Authority Board:
2. Approve an Amendment to the existing professional services agreement with St. Joseph’s Center to serve as the FSS Program Coordinator to perform Case Management, Needs Assessment, Job Development Services and Supportive Service Referrals for the Family Self Sufficiency (FSS) Participants in an additional amount not-to-exceed $163,808.00 for Fiscal Year 2025-2026, $168,726.00 for Fiscal Year 2026-2027, and $173,788.00 for Fiscal Year 2027-2028; and
3. Authorize the Housing Authority Counsel to review/prepare the necessary documents; and
4. Authorize the Executive Director to execute such documents on behalf of the Housing Authority.