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HomeMy WebLinkAboutMINUTES - 09132011 - C.154RECOMMENDATION(S): CONFIRM the proposed scope, process, and timeline to allocate Contra Costa Future Funds for the "Working for Wellness" initiative for the Fiscal Years 2012 through 2015 and AUTHORIZE the Department of Conservation & Development to issue the Request for Proposals, as recommended by Supervisor Mitchoff. FISCAL IMPACT: 100% Contra Costa Future Fund - discretionary general purpose funds generated from the transient occupancy tax (TOT) from the Renaissance/Club Sport Hotel in the unincorporated Contra Costa Centre area, and designated by the Board of Supervisors to the CCFuture Fund. BACKGROUND: History The Contra Costa Future Fund (CCFuture Fund) was created in 2003 when the Board of Supervisors earmarked the transient occupancy tax (TOT) from the Renaissance/Club Sport Hotel in unincorporated Contra Costa Centre. The funds are dedicated to funding early intervention and prevention programs that reduce the high cost of crisis/safety net services APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/13/2011 APPROVED AS RECOMMENDED OTHER Clerks Notes:See Addendum VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Gayle B. Uilkema, District II Supervisor Mary N. Piepho, District III Supervisor Federal D. Glover, District V Supervisor NO:Karen Mitchoff, District IV Supervisor Contact: Carolina Salazar, (925) 521-7115 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: September 13, 2011 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: C.154 To:Board of Supervisors From:Karen Mitchoff, District IV Supervisor Date:September 13, 2011 Contra Costa County Subject:Authorization of CCFuture Funds for the "Working for Wellness" Initiative for FYs 2012-15 in the Monument Community. The mission of the CCFuture Fund is to invest in programs and services that are results-based, family oriented, collaborative, and available at critical points in the lives of children and families, thereby improving family functioning and reducing the high costs of dependency. In January 2004, the Board assigned responsibility for grant administration to the Department of Conservation & Development, Redevelopment and Economic Development Division, Community Development Block Grant (CDBG) Program Manager. The first cohort of the CCFuture Fund grantees were funded in FY 2006/07 to serve children and families living in the Monument Community of Concord. During CCFuture Fund’s first funding cycle, four agencies served over 1,200 families and/or children, leveraged approximately $770,000 in other funds, and resulted in a social return on investment between $5 –$7 million dollars. A second cohort focused on family economic success was funded in FY 2009/10 and has entered its third year of operation in 2012. The proposed Working for Wellness initiative will be the third cohort funded by the CCFuture Fund. BACKGROUND: (CONT'D) The Need in the Monument Community The current economic crisis has not only led to higher unemployment, but also a lack of access to affordable health care. There is also a need for access to culturally competent care. Cultural competency refers to the ability to interact successfully with patients from various ethnic and cultural backgrounds. Successful interaction happens when a provider is trained in or obtains information about the patient’s cultural background, becomes aware and sensitive to the needs associated with that culture, and applies that knowledge in the delivery of care to best serve that patient. The Department of Labor projects there will be a 30.3% increase in the number of health care jobs between now and 2014, representing the largest job growth of any sector. The long term need for employees trained with specific skills in health care, the local need for a more culturally competent care system, and the great demand for jobs presents an opportunity to address two major needs with "Working for Wellness." "Working for Wellness" will fund programs that provide training for or create jobs in the health care industry. The increased demand for culturally competent health care in the community, the growing health care job market, and the need for jobs in the community create an opportunity for the Future Fund to make a significant impact on the Monument Community. Program Scope "Working for Wellness" expects to fund up to four (4) individual programs. During the first year of funding (FY 2012/13), agencies will receive up to $50,000 for developing and piloting the Working for Wellness proposed program. If successful during the development and pilot phase, funded agencies will receive up to $100,000 for program implementation and operation in each of the next two fiscal years (FY 2013/14 and FY 2014/15) based on continued successful performance and availability of funds. Proposed Timeline Below is the proposed timeline for the Working for Wellness initiative: Announce RFP October 2011 Hold bidders information conference October 17, 2011 Proposals due December 19, 2011 Interview applicants Week of January 16, 2012 Announce Staff recommendations for projects Week of February 6, 2012 Board of Supervisors meeting to consider funding recommendations March 6, 2012 Develop contracts March – April 2012 Projects to begin July 1, 2012 Outreach The RFP will be widely distributed to organizations currently serving, or who have The RFP will be widely distributed to organizations currently serving, or who have expressed an interest in serving, the Monument Community, will be posted on the County's website, and Supervisor Karen Mitchoff's website. In addition, a news release will be sent to the Contra Costa Times. The draft Request for Proposal is attached. CONSEQUENCE OF NEGATIVE ACTION: The Department of Conservation & Development would be delayed in issuing the Request for Proposals of the Contra Costa Future Fund. CHILDREN'S IMPACT STATEMENT: Funded programs will be expected to achieve program results that are among those consistent with indicators of economic success listed in the Children’s Report Card: Increased family income. Reduced unemployment rate. Increased housing affordability. Reduced homelessness. Increased number of eligible families that file for earned income tax credit. Reduced youth unemployment by increasing the number of youth who complete high school and enroll in college or by increasing the number of youth who complete high school and complete vocational training programs. Increased numbers of families that secure health insurance, enroll their children in Medi-Cal, or Healthy Families. Reduced childhood hunger by increasing enrollment in school breakfast and lunch programs. Reduced poverty rates in the Monument Community. CLERK'S ADDENDUM REFERRED this matter to the Finance Committee to examine the issue of allocation of transient occupancy taxes collected from the Embassy Suites and Crown Plaza Hotels and in particular the Renaissance Hotel; REQUESTED the Finance Committee expedite the meeting to address this matter as swiftly as possible in regards to the allocation of funds for the Contra Costa Futures program; DIRECTED the Finance Committee to follow-up on these types of funds to ensure a clear allocation practices policy is established. ATTACHMENTS Draft Application Draft RFP Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application CONTRA COSTA COUNTY WORKING FOR WELLNESS APPLICATION SECTION I. PROJECT OVERVIEW Name of applicant and project, and project description A. APPLICANT INFORMATION AND PROJECT NAME Applicant Name: Applicant Address: Address Where the Project Will Operate: Submitted By: Title: Project Name: Contact Person: (Person most responsible for administering or implementing the project) Title: Telephone Number: FAX Number: E-mail Address: Amount of Working for Wellness Funds Requested a. Development and Pilot Phase: $ Total Project Cost: $ b. Implementation Phase: $ Total Project Cost: $ Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application B. PROJECT DESCRIPTION The project description is the most important component of the application. The description should be complete and sufficient to be used as a stand-alone document. Overall project description should not exceed six (6) pages; please number each response to the following questions. 1. Executive Summary: In 25 words or less describe the proposed project. The summary should state who will be served; what program services and activities will be provided; and what level of expected results and social return on investment (SROI) are to be achieved by the proposed program. 2. Target Population: Provide a detail description of the target population that includes a demographic description of the population to be served and documented evidence of their needs and wants. 3. Outreach and Recruitment: Describe how your agency will inform and motivate families living in the Monument Community to participate in the project. Provide details of your intended frequency of outreach, names of publications you will use, and the locations at which outreach will occur. 4. Purpose: Describe the project’s vision, mission, goals and objectives and measurable results to be achieved. 5. Program Strategy: Provide a cohesive description of the proposed project services and activities; the number and mix of services to be provided to each participant; and the location where services will be delivered. Provide any evidence, evaluation studies, research reports and/or other data that validates that your proposed project strategy will achieve the goals and objectives stated in #4 above. 6. Evaluation Capacity: Provide a preliminary plan for how you intend to evaluate the project’s performance. Provide an organizational commitment to collect objective data as well as qualitative/self reported data from participants that is required to prove achievement of outcomes and Social Return on Investment (SROI). Include a preliminary description of : • The indicators you will use to measure the objectives listed in #4 above, i.e. increased family income, avoided social and public costs, and stimulated economic activity in the community; • Planned data collection methods that have ability to track participation levels and outcomes; • The capacity of your existing management information system; • Staff evaluation expertise, specifically experience in working with an external evaluator; and Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application • The method you will employ to measure Social Return on Investment (SROI), i.e. how you will document the cost of serving the target population, the expected avoided public and social costs; the amount of increased family income; and potential for increased economic activity in the Monument Community due in part to program success. • Willingness to work with an external evaluator to develop and finalize an acceptable evaluation plan that will document achievement of outcomes and SROI. 7. Organizational Capacity: Describe your organization’s expertise and ability to fully implement the proposed project. The description should include any existing documentation of your project’s prior success in achieving the proposed results as well as descriptions of existing staff expertise or experience in carrying out the project. 8. Staff Resumes: Please include resumes for all staff that will be instrumental in implementing the project (Attachment A). 9. Collaboration and Partnerships: Identify and describe how you will work with other organizations providing services in the Monument Community, specifically include a description of how you will leverage services and avoid duplication of resources currently available in the community. If your project relies on more than one agency, please describe what role each of the partners will play in the implementation of the project. Note: Applicants invited to participate in the Working for Wellness project will be required to submit a Memorandum of Understanding (MOU) from each of the collaborative partners. Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application SECTION II. BUDGET INFORMATION A. SOURCES AND DOCUMENTATION OF FUNDS Complete the following table to show all funds anticipated to be used to carry out the proposed project. You must show all funding sources including Working for Wellness grant funds. These should total to your project budgets. Development/Pilot Phase List of Potential Funding Sources Grant Donation In Kind Loan Status* Amount $ Date Available Implementation Phase List of Potential Funding Sources Grant Donation In Kind Loan Status* Amount $ Date Available * Indicate status as follows: P = proposed; R = requested application submitted; A = approved. This also includes documentation of your organization’s funding commitment, including private donations, in kind, and volunteer hours. Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application B. PROJECT BUDGETS Please provide a line item project specific budget for both the Development/Pilot Phase and Implementation Phase (Attachments B-1 and B-2). The budgets are for the proposed project only and should identify all funding sources and all uses of funds in addition to the “other” funds. Do not provide an agency-wide budget. Please include full-time equivalent information for each staff position. The line item expenses listed are for example only - please add or delete expense line items as appropriate. ATTACHMENT B-1: DEVELOPMENT/PILOT PHASE BUDGET SOURCES AND USES OF FUNDS SOURCE OF FUNDS WORKING FOR WELLNESS SOURCE: SOURCE: SOURCE: Budget Budget Budget Budget Total Budget ANTICIPATED REVENUE USE OF FUNDS Staff Expenses Project Manager Administrative Asst. Employee Benefits Employee Taxes Subtotal Operating Expenses Rent Audit Insurance Office Supplies Publicity/Newsletter Bldg. Maintenance Telephone Utilities Client Transportation Program Supplies Travel Subtotal TOTAL Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application ATTACHMENT B-2: IMPLEMENTATION PHASE BUDGET SOURCES AND USES OF FUNDS SOURCE OF FUNDS WORKING FOR WELLNESS SOURCE: SOURCE: SOURCE: Budget Budget Budget Budget Total Budget ANTICIPATED REVENUE USE OF FUNDS Staff Expenses Program Manager Administrative Asst. Employee Benefits Employee Taxes Subtotal Operating Expenses Rent Audit Insurance Office Supplies Publicity/Newsletter Bldg. Maintenance Telephone Utilities Client Transportation Program Supplies Travel Subtotal TOTAL Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application SECTION III. FINANCIAL INFORMATION The information provided will be used to evaluate the fiscal capacity of the organization and to determine the level of technical assistance that may be required if funded. 1. Please complete the questions below and provide: • A copy of the agency’s most recent Audit (Attachment C) • Resume of fiscal officer (Attachment D) 2. Does the agency have a financial management system to maintain control over current operations, and ensure budgets are monitored and complied with? □ Yes □ No 3. Does the agency employ a full or part-time bookkeeper/accountant? □ Yes □ No 4. Briefly describe the agency’s record keeping system such as hand written general ledger, use of a computer program, or/and time sheets/payroll registers, etc. 5. Please indicate at what frequency records are reconciled. □ Monthly □ Quarterly □ Bi-annually □ Annually 6. Are reconciliations written and reviewed by an independent person? Yes No 7. Does your agency perform an independent audit? □ Yearly □ Bi-annually □ Other If other, please describe procedure used. Contra Costa County Department of Conservation & Development FY 2012-15 Working For Wellness Application SECTION IV. ORGANIZATION INFORMATION 1. Organization narrative: Please provide a brief description on the purpose of the organization (mission statement), length of time the organization has been in operation, types of services provided, number and characteristics of clients served. Provide an Organizational Chart (Attachment E) and indicate the proposed location of the Working for Wellness program in the organization’s hierarchy. 2. Authorized individuals: Please provide the name, title, address, and telephone number of the individual(s) authorized to act on behalf of the organization and who has the ability to enter into contracts. This information may be included in the cover letter to this application. 3. List of Governing Body: (Attachment F) Non-profits: Please provide a list of the Board of Directors; list must include name, address, phone number, occupation or affiliation, and principle officers. 4. Authorization to request funds: (Attachment G) Please provide minutes, resolutions, or other official action of your organization authorizing submittal of an application to request funds. 1 | Page CONTRA COSTA COUNTY FY 2012-15 WORKING FOR WELLNESS REQUEST FOR PROPOSAL (RFP) INSTRUCTIONS Submittal Deadline: December 19, 2011 Submittal Address: Robert T. Calkins Department of Conservation and Development Redevelopment and Economic Development Division 2530 Arnold Drive, Suite 190 Martinez, CA 94553 PLEASE READ ALL INSTRUCTIONS CAREFULLY All Proposals must be received by 5:00 p.m. on December 19, 2011 and will be date stamped. Proposals received after this time and date will be returned unopened. Postmarks will not be accepted as proof of receipt. Applicants must submit an original and three (3) copies of the Proposal. A. Proposals must comply fully with the requirements detailed in the application Incomplete proposals, containing errors or inconsistencies in the budget, lacking proper quantity of copies, or other process errors or deficiencies, may constitute cause for rejection. The County may request clarification or additional information from the applicant at any point during the application process. Successful applicants shall be required to enter into a written agreement with the County, provide liability insurance and, when applicable, proof of workers compensation insurance in order to receive funds. This RFP is not in itself an offer of work nor does it commit the Contra Costa County Board of Supervisors (Board) to fund any proposals submitted. The Board is not liable for any costs incurred in the preparation or research of proposals. B. Instructions and Preparation of Proposal Proposals may be stapled or clipped in the upper left hand corner only, printed or typed and copies on 8 ½” X 11” paper (double siding when appropriate is appreciated). All pages of the proposal must be collated, and numbered consecutively. Proposals should be delivered in a sealed envelop, clearly marked on the outside, “Application – FY 2012- 15 Working for Wellness”. The Proposal must be complete and free of ambiguities, alterations, and erasures. In the event of conflict between words and numerals, the word shall prevail. Except for the attachments specified in the application, no other attachments should be included. Please label attachments according to the section to which they pertain. 2 | Page C. Proposal Format and Content Proposals must be accompanied by a cover letter signed by an official or agent who is legally authorized to commit the agency to carry out proposed projects. The following format must be followed when arranging the application: Section I Program Overview Section II Budget Information Section III Financial Information Section IV Organization Information Section V Attachments D. Mandatory Bidder’s Information Conference A mandatory Bidder’s Information Conference will be convened on October 17, 2011. The purpose of the Bidder’s Conference is to discuss the RFP process, answer any questions of the prospective applicants, and provide further clarification. (Add information about time/location of bidder’s conference) Please note that the Bidder’s Information Conference is mandatory. Only Proposals received by Bidder’s Conference attendees will be considered for funding. E. Timeline of Important Dates Announce RFP October 3, 2011 Hold bidders information conference October 17, 2011 Proposals due December 19, 2011 Interview applicants Week of January 16, 2012 Announce Staff recommendations for projects Week of February 6, 2012 Board of Supervisors meeting to consider funding recommendations March 6, 2012 Develop contracts March – April 2012 Projects to begin July 1, 2012 3 | Page F. Fund Background History The Contra Costa Future Fund was created in 2003 when the Board of Supervisors earmarked the transient occupancy tax (TOT) from the Renaissance/Club Sport Hotel in unincorporated Contra Costa Centre. The funds are dedicated to funding early intervention and prevention programs that reduce the high cost of crisis/safety net services in the Monument Community. The mission of the Contra Costa Future Fund is to invest in programs and services that are results-based, family oriented, collaborative, and available at critical points in the lives of children and families, thereby improving family functioning and reducing the high costs of dependency. In January 2004, the Board assigned responsibility for grant administration to the Department of Conservation and Development, Redevelopment and Economic Development Division, Community Development Block Grant (CDBG) Program Manager. The first cohort of the CCFuture Fund grantees was funded in FY 2006/07 to serve children and families living in the Monument Community of Concord. During CCFuture Fund’s first funding cycle, four agencies served over 1,200 families and/or children, leveraged approximately $770,000 in other funds, and resulted in a social return on investment between $5 –$7 million dollars. A second cohort focused on family economic success was funded in FY 2009/10 and has entered its third year of operation in 2012. Working for Wellness will be the third cohort funded by the CCFuture Fund. The Need in the Monument Community The current economic crisis has not only led to higher unemployment, but also a lack of access to affordable health care. There is also a need for access to culturally competent care. Cultural competency refers to the ability to interact successfully with patients from various ethnic and cultural backgrounds. Successful interaction happens when a provider is trained in or obtains information about the patient’s cultural background, becomes aware and sensitive to the needs associated with that culture, and applies that knowledge in the delivery of care to best serve that patient. The Department of Labor projects there will be a 30.3% increase in the number of health care jobs between now and 2014, representing the largest job growth of any sector. The long term need for employees trained with specific skills in health care, the local need for a more culturally competent care system, and the great demand for jobs presents an opportunity to address two major needs with Working for Wellness. Working for Wellness will fund programs that provide training for or create jobs in the health care industry. The increased demand for culturally competent health care in the 4 | Page community, the growing health care job market, and the need for jobs in the community create an opportunity for the Future Fund to make a significant impact on the Monument Community. The Board approved the following criteria for selecting agencies to be funded by the Future Fund:  Community and Family-Focused Services – demonstrates knowledge of potential barriers to services (such as transportation, lack of information or cultural differences) experienced by families and has the ability to provide accessible services tailored to the individual needs of families.  Results Accountability – demonstrates achievement of program goals and measurable improvements in the lives of children and families served by the program and a method for documenting the logical connection between provided services and avoided public and social costs of services and negative outcomes.  Integrated and Collaborative Services – demonstrates a “systematic” approach to achieving improved outcomes for children including evidence of effective partnerships with other agencies serving the same families, providing similar services, or providing related and essential services, thereby avoiding costly inefficiencies, fragmentation and duplications.  Maximize, Leverage and Align Funding – demonstrates an understanding of the importance of creating diversified funding sources; knowledge of how to leverage or braid eligible categorical dollars and private funds to maximize dollars; and is implementing appropriate program documentation to expand eligibility for categorical state and federal dollars.  Data-Driven Service Delivery Planning – Proposed program models should have a research and evidence-based foundation substantiating its efficacy in achieving improved outcomes. Experience in adapting evidence based program models to real world circumstances is helpful. A commitment to collecting and analyzing data to guide and improve service provision is required. Data to be collected during the program should reflect improved outcomes consistent with Contra Costa Children’s Report Card goal of increasing family economic self- sufficiency. G. Request for Proposals – FY 2012-15 This RFP is to solicit a third cohort of agencies to provide services to families living in the Monument Community area of the city of Concord that will promote the achievement of the County’s Children’s Report Card Goal of: Increasing family economic self- sufficiency and improving economic outcomes for families by preparing people for new and expanding employment opportunities in the health care sector. 5 | Page Working for Wellness expects to fund up to four (4) individual programs. During the first year of funding (FY 2012/13), agencies will receive up to $50,000 for developing and piloting the Working for Wellness proposed program. If successful during the development and pilot phase, funded agencies will receive up to $100,000 for program implementation and operation in each of the next two fiscal years (FY 2013/14 and FY 2014/15) based on continued successful performance and availability of funds. Funded programs will be expected to achieve program results that are among those consistent with indicators of economic success listed in the Children’s Report Card: • Increased family income. • Reduced unemployment rate. • Increased housing affordability. • Reduced homelessness. • Increased number of eligible families that file for earned income tax credit. • Reduced youth unemployment by increasing the number of youth who complete high school and enroll in college or by increasing the number of youth who complete high school and complete vocational training program. • Increased numbers of families that secure health insurance, enroll their children in Medi-Cal, or Healthy Families. • Reduced childhood hunger by increasing enrollment in school breakfast and lunch programs. • Reduced poverty rates in the Monument Community. H. Proposal Guidelines and Evaluation Criteria Proposals will be assessed against the following guidelines, the degree to which the proposal addressed the following criteria: A. Target population: 1. Provided an accurate demographic profile of the population living in the Monument Community and a description of the demographics of those residents who will be served by the program. 2. Provided a numerical estimate of how many of the target population are currently living in the Monument Community and an estimate of the percent of those living in the community that will be served by the program. 3. Provided information about the documented needs and wants of the target population living in the Monument Community. 6 | Page B. Outreach and Recruitment: 1. Provided a plan for outreach to the target population, indicating communication methods to be used in attracting the attention of community residents. 2. Described approaches that will be used to motivate members of the Monument Community to participate and engage in the program. C. Program Activities: 1. Provided a description of the evidence-based mix of program activities and services to be provided to the target population that have been demonstrated to contribute to improved outcomes. 2. Indicated the total number of people to be served by the program each year; estimated the dose and intensity of services to be provided to each participant; and specifically indicate the number of hours and appropriate mix of program activities needed for participants to achieve successful results. (Inputs) 3. Provided description of staff expertise and capacity to effectively deliver the program. 4. Provided evidence that supports the efficacy of the proposed program in working with the target population living in the Monument Community. D. Evaluation Capacity: 1. Provided a preliminary plan for evaluating program success, including possible measurable indicators, proposed data collection methods, and information about internal evaluation expertise in collecting, analyzing, and reporting on data collected. 2. Described existing methods for data collection and methods for tracking individual participation in the program. 3. Described the organization’s existing management information system that will allow the program staff to collect and analyze data regarding participant attendance and change in income status. 4. Provided information about experience in working with an external evaluator. 5. Indicated an openness to try new evaluation approaches and the flexibility to adopt new evaluation practices. E. Social Return on Investment (SROI): 1. Provided a preliminary plan to document the cost of serving the target population and to document any potential avoided public and/or social costs due to successfully improving family income; 2. Described a preliminary approach for documenting an increase in economic success by the families served. 7 | Page 3. Described a preliminary approach for documenting any potential increased economic activity in the Monument Community due in part to program success. I. Minimum Standards to be met by all Proposals 1. The organization is a 501(c)(3) non-profit. 2. The proposal was submitted before the closing time and date. 3. The organization is fiscally solvent. 4. Staff qualifications are consistent with proposed program requirements. 5. The organization has leveraged additional funding sources and will not be dependent solely on the Working for Wellness grant. 6. The proposed costs for the program are justified and reasonable. 7. The proposed services are accessible to residents of the Monument Community. 8. The organization’s Board of Directors has approved the program proposal. J. Minimum Expectations of Funded Agencies 1. By October 31, 2012 each funded agency will submit an approved Theory of Change/Logic Model and Evaluation Plan. 2. During December 2012–June 2013 each funded agency will pilot-test the feasibility and integrity of their program model and evaluation plan. 3. During the three year funding period, each funded agency will participate in regularly scheduled group meetings, periodic site visits and other meetings as requested. 4. Funded agencies will submit written quarterly and year-end reports to staff and when requested make presentations to the Board of Supervisors, or other entities, on their achievements. Potential applicants are encouraged to contact currently funded agencies to obtain their perspectives on the Working for Wellness requirements and processes. You may contact the following individuals: Name Agency Phone Add current agencies’ representatives contact information.