HomeMy WebLinkAboutMINUTES - 06171997 - SD2 I
F&HS - 01 �•
TO: BOARD OF SUPERVISORS
t..� . . ...of. Contra
FROM: FAMILY AND HUMAN SERVICES COMMITTEE COSta
a<
-A County
June 9 1997 y:
. ',
DATE: ce)ult'
SUBJECT: CONTRACT FOR OPERATION OF THE HOMELESS SHELTERS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. APPROVE and AUTHORIZE the Health Services Director or his designee
(Wendel Brunner, M.D.) to execute, on behalf of the County,.the attached
Standard Contract #25-010 with Center Point, Inc., for the period from July 1,
1997 through June 30, 1998, with a payment limit of $724,000, for provision
of emergency shelter services for the County's Homeless Services Program
2. DIRECT the County Administrator to consider the feasibility of funding the
Volunteer Coordinator position for a period of 90 days from July 1, 1997
through September 30, 1997, at a cost of not to exceed $7,000, to continue
serving as an interface between the shelters and the Contra Costa Interfaith
Coalition until this role can be assumed in some alternative manner.
3. DESIGNATE the four additional seats which were added to the Continuum of
Care Advisory Board as follows:
• Federal, State, or County government
• The Faith community in East County
• Citizen-at-Large
• Community-based agency
4. DIRECT the Health Services Director to distribute copies of the RFP that was
issued and all of the proposals that were returned to members of the Board
of Supervisors and members of the Homeless Advisory Committee.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COM'MAI TEE
APPROVE
MARK DeSAULNIER DONNA GE R
SIGNATURES
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER X
Please see Addendum (Attached) for a list of speakers and Board action.
VOTE OF SUPERVISORS '
I HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS(ABSENT --'--""""" ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED lune 17- 1997
Contact: Aine
TCHELOR.CLERK OF THE BOARD OF
cc: See Page 3 AND COUNTY AD TRAT
BY P
6:ampler
F&HS - 01
5. ACCEPT the attached report from the Public Health Director in response to
a request from our Committee for additional information on the process that
was followed in arriving at the recommendation that the contract for the
operation of the shelters b awarded to Center Point, Inc. and that the Public
Health Director respond to several questions that were raised by Wayne
Martin from the Contra Costa Interfaith Coalition.
BACKGROUND:
On May 20, 1997, the Board of Supervisors approved a report from our Committee which
included the following recommendation, among others:
7. AUTHORIZE the Family and Human Services Committee:
A. to meet on June 9, 1997,with the Executive Director and members of
the Board of Directors of Center Point, the private non-profit
organization headquartered in Marin County which is being
recommended to the Board of Supervisors to take over the operation
of the homeless shelters in Contra Costa County effective July 1, 1997,
and
B. to review the terms of the proposed contract between the County and
Center Point,and
C. to make a recommendation to the Board of Supervisors on June 17,
1997 regarding approving such a contract.
On June 9, 1997, our Committee met with Board members and staff from Center
Point, Inc., members of the Homeless Advisory Committee, representatives of the
Contra Costa Interfaith Coalition and County staff. Our Public Health Director,
Wendel Brunner, M.D., presented the attached report and recommended that the
contract for the operation of the North Richmond and Concord homeless shelters be
awarded to Center Point, Inc. He particularly noted the distinction between the
emergency shelter portion of the program and the case managed portion of the
program, as it will be operated by Center Point. This is more fully outlined in the
attached report.
Dr. Sushma D. Taylor, Executive Director of Center Point, addressed our Committee,
and introduced members of her Board of Directors and staff who were present. They
made an excellent presentation regarding the work that Center Point does currently
and their plans for the operation of the shelters. We also heard from Nick Stephens,
who will be the Case Manager for the two shelters. We also received supportive
comments from James Fitzsimons and Dr. Fred Chavaria, who had worked with
Center Point over a number of years.
Concern was expressed about the lack of a Volunteer Coordinator under the contract
with Center Point. Currently, Shelter, Inc. has a Volunteer Coordinator who serves
as an interface between the shelters and the Contra Costa Interfaith Coalition, which
donates food for meals in the shelters. The Volunteer Coordinator also insures that
shelter residents have personal grooming items and bedding. Dr. Brunner
responded that Pat Pinkston from his staff would take on this role on an interim
basis. A lot of concern was expressed about the amount of time this assignment.
would take for someone who was already very busy. Dr. Taylor suggested that the
Case Manager should be responsible for the volunteer coordination in order to
coordinate volunteers into all aspects of the shelter program: As a result, we are
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F&HS - 01
asking the County Administrator to determine whether we can find enough money
to provide a 90-day transition for the Volunteer Coordinator until other arrangements
can be made.
Wayne Martin from the Contra Costa Interfaith Coalition raised a number of
questions which we are asking Dr. Brunner to respond to in writing, along with a
more complete explanation of the process that was followed in selecting Center
Point since there were some allegations that the Homeless Advisory Committee was
not adequately included as a part of the review process.
Despite the concerns which have been raised, our Committee believes that Center
Point is fully capable of operating the shelters. Supervisor DeSaulnier visited Center
Point's programs in Marin County and was impressed with what they are doing. We
are, therefore, recommending that the contract be awarded to Center Point.
cc: County Administrator
Health Services Director
Public Health Director
Brenda Blasingame, Homeless Program Manager, HSD
Sara Hoffman, Senior Deputy County Administrator
-3-
SD.2
ADDENDUM
Item SD.2
June 17, 1997
Wendel Brunner, M.D., Director of Public Health, Health Services Department,
provided an overview of the contract selection process and recommended that the
Board approve the contract with Center Point, Inc.
Chairman DeSaulnier invited the public to comment on the issues and the following
persons spoke:
John J. Krajcir, Contra Costa Interfaith Coalition, 3319 Deerpark Drive,
Walnut Creek;
Charee Lord, St. Vincent de Paul, 2444 Gill Port Lane, Walnut Creek;
Fred Chavaria, Ph.D., 1451 Davis Avenue, Concord;
Bobbi Vann, 3100 Pullman Avenue, Richmond;
Richard Jimenez, Center Point, Inc. (No address provided);
Ruth Williams, Center Point, Inc., 565 Canal Street, No. 7, San Rafael;
Nick Stephens, Center Point, Inc., 216 Marin Street, No. 11, San
Rafael;
Deborah A. (No last name provided), 603 D Street, San Rafael;
Bill Cotie, Center Point, Inc., 603 D Street, San Rafael;
James Fitzsimons, Center Point, Inc., 161 Alderwood Road, Walnut
Creek;
Kathy Renfrow, Member, County Homeless Advisory Committee, 1213
Grove Way, Concord;
Bruce Oberlander, Member, County Homeless Advisory Committee,
4889 Fedsco Court, Concord; and
Duane Chapman, Homeless Advocate, 597 Center Avenue, Martinez.
All persons desiring to speak having been heard, Chairman DeSaulnier ended public
comment on the matter.
The Board members discussed the issues and took the following action:
1. APPROVED Recommendation Nos. 1, 3, 4 and 5, as listed on the attached
Board order;
2. AMENDED Recommendation No. 2 as follows:
Strike the following: "...to consider the feasibility of funding..."
and
Replace with the following: "...to fund..."
and
3. DIRECTED staff to coordinate a meeting among the parties to discuss any
outstanding questions relative to the contract approval process.
cc: County Administrator
Sara Hoffman, Senior Deputy County Administrator (via CAO)
Health Services Director
Public Health Director (via HSD)
Brenda Blasingame, Homeless Program Manager (via HSD)
Contra Costa County
` — Health Services Department
•- _ �• PUBLIC HEALTH DIVISION
T Administrative Offices
—�- � 597 Center Avenue
Suite 200
Martinez,California 94553
1,9`COUPZ'1"t
To: Family and Human Services Committee
Supervisor Mark DeSaulnier, District 4
Supervisor Donna Gerber, District 2
From: Wendel Brunner, M.D.
Director of Public Health
Date: June 3, 1997
Subject: Contract for Operation of the Emergency Shelter Programs
As requested we have prepared for your review the language of the contract document between the
Health Services Department and Center Point for the operation of the two County emergency shelter
programs.
The contract is for $724,000.00 per year to be paid in twelve monthly installments, see attached
budget. Center Point will add $22,240.00 of their own funding to the project, and the Health
Services Department and Center Point have a commitment to work in partnership to raise additional
funding to enhance the quality of the programs available to homeless clients through the emergency
shelters.
Center Point Contract Terms
The contract components are divided into the following areas:
1. Contractor Responsibility
2. County Responsibility
3. Service Plan
4. Performance Objectives
5. Data Collection and Reporting
These components are included as an attachment.
Key changes for these components from previous contracts are the inclusion of specific performance
objectives, including both process and outcome objectives. Along with the performance objectives
are detailed requirements for data collection and reporting, which will allow us to develop a more
effective evaluation of the program. Other details of the Shelter Program that Center Point will
operate under this contract are spelled out in a separate Policies,Procedures, and Operations Manual
(PPOM) referred to in the contract language. The PPOM is developed by the Health Services
Department in consultation with Center Point, and is consistent with all the policies the Board of
A372 (7/91)
Supervisors has directed the Health Services Department to implement in the Shelter Program.
Those policies include length of stay, shelter rules, and other policies necessary for the effective
implementation of the program. For example, we are requiring the Shelter Operator to develop
specific written MOU's with the other service providers to ensure the coordinated and effective
delivery of services.
Emergency Shelter Program Changes
The original Request for Proposals and this contract outline a program structure for the operation
of an emergency shelter component within the Shelter Program.Clients entering the shelter will have
two weeks to decide whether they wish to enter the Case Managed Program,with its more stringent
requirements on the clients. If the clients choose to enter that program,they will have up to 90 days
to work with the Case Counselors,as long as they continue to meet the requirements of that program.
Otherwise, clients may stay for a maximum of 30 days. This two level program is outlined in more
detail in the attachments.
We have been in consultation with the Social Service Department to ensure that the Emergency
Shelter Program will continue to meet the needs of the General Assistance recipients. As GA
changes are implemented in Contra Costa over the next several months, we will maintain close
contact with Social Services to evaluate the impact on the Shelter Program, and to make Shelter
Program modifications as may be necessary.
cc: William B. Walker, M.D.
Health Services Director
Attachments
f;
_Center Point,Inc. Proposal For The Operation Of The Shelter
Bidders Name Proeram For Homeless Sinille Adults
Proposal Name
u
COST CATEGORIES* For Concord Shelter
A. Personnel Salaries& Benefits(Direct Costs)
Service Delivery Staff Positions and Salaries
1. Director (0-25) $ 10,000
2. Counselor I (entry) (3) $ 63,000
3. Counselor I1 (6) $138,000
4. Case Manager (1.0) $ 27,000
5. Housing Coordinator (0.5) $ 14,000
Administrative Staff Positions and Salaries
6.
7.
8.
9. Unemployment Insurance $ 12,600
10. FICA/Medicare $ 19,278
11. Workers Compensation Insurance $ 7,560
12. Other Benefits(Specify in Narrative) $ 17,262
SUBTOTAL -Salaries and Benefits $308,700
B. Operating Costs
13. Telephone
14. Supplies $ 12,000
15. Equipment
16. Insurance
17. Travel
18. Copying/Printing/Postage
19. Maintenance/Repair $ 6,000
20. Utilities
21. Garbage $ 8,000
22. Van Expense(Concord) $ 9,000
23.
24.
25. Audit
Subtotal-Operating Costs $35,000
C. Other Indirect Costs $34,370
TOTAL PROGRAM COSTS(Contract Payment Limit) $366,815
IN-KIND SERVICES AND OTHER FUNDING SOURCE $ 11,255
TOTAL PROGRAM COSTS(Contract Payment Limit, In-Kind,Other Funding) $378,070
Prepared by: Sushma D.Taylor, Ph.D., Executive Director
r
Center Point, Inc. Proposal For The Operation Of The Shelter
Bidder's Name Program For Homeless Single Adults
Proposal Name
COST CATEGORIES* For Richmond Shelter
A. Personnel Salaries& Benefits(Direct Costs)
Service Delivery Staff Positions and Salaries
1. Director (0.25) S 10,000
2. Counselor I (entry) (3) S 63,000
3. Counselor 11 (6) 5138,000
4. Case Manager (1.0) S 27,000
5. Housing Coordinator (0.5) S 14,000 _
Administrative Staff Positions and Salaries
6.
7.
8.
9. Unemployment Insurance S 12,600
10. FICA/Medicare S 19,278
11. Workers Compensation Insurance S 7,560
12. Other Benefits(Specify in Narrative) S 17,262
SUBTOTAL -Salaries and Benefits 5308,700
B. Operating Costs
13. Telephone
14. Supplies S 9,000
15. Equipment
16. Insurance
17. Travel
18. Copying/Printing/Postage
19. Maintenance/Repair S 3,000
20. Utilities S 6,000
21. Garbage S 8,000
22. Van Expense(Concord)
23.
24.
25. Audit
Subtotal-Operating Costs S26,000
C. Other Indirect Costs $ 33,470
TOTAL PROGRAM COSTS (Contract Payment Limit) $357,185
IN-KIND SERVICES AND OTHER FUNDING SOURCE S 10,985
TOTAL PROGRAM COSTS(Contract Payment Limit,In-Kind,Other Funding) $368,170
Prepared by: Sushma D.Taylor, Ptt.D., Executive Director
CENTER PnINT
CONTRACT COMPONENTS
CONTRACTOR RESPONSIBILITY
1. The Operator's primary responsibility is operation of the
facilities and provision of program services.
2. The operator will meet with local government officials and
representatives of the neighborhood or other community groups when
requested by the Health Services Department.
3. The Operator will be responsible for coordination of volunteers
and donations at each shelter site, including donations of meals.
This will include the tracking of donations and reporting of
donations on a regular basis to the Health Services Department.
4. The Operator will work collaboratively with the Health Services
Department in the development of program policies, procedures, and
components that will ensure the effective operation of the two
County emergency shelter programs.
5. The Operator agrees to work collaboratively with the Health
Services Department in developing and leveraging additional
funding to ensure the effective operation of the two County
emergency shelter programs.
6. Operator will perform data collection and reporting in the manner
requested by the County, including the development of data
collection instruments as needed. Additional request for data
associated with the operation of the County emergency shelter
programs will be fulfilled as long as the requested data is an
aggregate of current data being collected.
7. The Operator agrees to be responsible for carrying out the
Performance Objectives outlined by the County and is responsible
for the creation of instruments to document achievement of stated
objectives.
COUNTY RESPONSIBILITY
1. The County will provide the Shelter Operator with county approved
policy and procedural material related to the homeless program.
2. The County will provide staff to meet regularly to review program
for problems, improvements, advise of necessary programs or to
meet with Operator and local agencies and the public.
3. The County will pay for the breakfast and dinner meal for
recipients of the program through the Interdepartmental Agreement
with Sheriff's Department.
4. Shelter reservations and referral will be coordinated by the
Homeless Referral Line managed by Crisis and Suicide Intervention
under a Contract with the County Health Services Department.
Reservations will be made considering space available, gender and
origin of homeless referral and preliminary determination of
eligibility for shelter benefits.
5. Evaluation - The Health Services Department of Contra Costa County
shall monitor and evaluate the program. The Shelter Operator
shall provide statistical information in the manner requested by
the Health Services Department, including but not limited to:
a. Demographic information on shelter recipients.
b. Recipients use of services.
C. Recipients history of use shelter, including referrals made
and follow-up;
d. Recipients disenrollments;
e. Staff resumes.
6. Provision of screening/assessment of physical health, mental
health, and substance abuse issues through the Health Care for the
Homeless Team.
PROGRAM OPERATIONS:
SERVICE PLAN
On a year round basis, the Shelter Operator will furnish staff to maintain the
facilities and manage the Homeless Shelter Program at both 2047 Arnold
Industrial Way, Concord and 845B Brookside Drive, Richmond.
1. Services to be Provided by the Shelter Operator:
a. The Operator is responsible for coordinating the daily meal
service (2 meals a day) for recipients at the Shelter.
b. The Operator will provide basic items for shelter recipients use.
(i.e. blankets, linen, towels, toiletries, and laundry soap)
C. The Operator will only serve individuals that are admitted by the
Homeless Referral Line or other method provided by the County or
its agent.
d. The Operator will cooperate with local law enforcement for
provision of security of the premises and the neighborhood.
e. The Operator will facility management and shelter services 24
hours a day, 7 days a week with a minimum staffing of two persons
during all hours of operation.
f. The Operator will be responsible for the employment, training, and
supervision of all paid staff and non-paid volunteers working at
in the facility or providing services to shelter recipients.
g. The Operator shall oversee the operations and administration of
the program according to policies and procedures of the Health
Services Department, as specified in the Contra Costa County
Homeless Shelter Policies, Procedures, and Operations Manual
(PPOM) and monitored by the Public. Health Division, Homeless
Program; the Contra Costa County Board of Supervisors rulings;
including any and all legal agreements. Operation of the facility
shall conform to any and all Federal, State, and Local codes.
h. The Operator will review the general shelter program structure,
the contents of the Homeless Shelter Rules, Disqualification
Policies, and the role of the Homeless Ombudsperson with each
shelter recipient at intake. In addition to providing each shelter
recipient with this information at intake, the Operator will
provides this information upon request and provide for its posting
in common areas of the facility.
I. The Operator will oversee the county disqualification notice and
appeal procedure, in the manner specified by the County and
contained in the PPOM.
j . The Operator will maintain a registry(ies) and require shelter
recipients and visitors to sign in/out in accordance with the
PPOM.
k. The Operator will maintain information on each shelter recipient
in accordance to the Data Collection and Reporting exhibit of this
contract and in accordance with the PPOM.
I. All files are being kept on behalf of the Contra Costa County
Health Services Department and are the property of the Contra
Costa Health Services Department. Operator shall provide on demand
review of files to authorized Health Service Department
representatives or agents as designated by the Public Health
Division Homeless Program. All files are to be maintained in
accordance with Confidentiality and Disclosure Laws and applicable
policies of the Health Services Department.
m. The Operator will collect data and report shelter occupancy
information to the Homeless Referral Line on a daily basis, as
outlined in the PPOM or in a manner prescribed by the County.
n. The Operator will be responsible for providing. at each shelter -site 1 full-time Case Manager and 1 Housing Services Coordinator
(.5 -1.0 full-time Qquivalent) .
o. The Operator will ensure that each shelter recipient is screened
for physical health, and as applicable for mental health and
substance abuse issues, by referral to the Health Care for the
Homeless Team and in accordance with the PPOM.
PERFORMANCE OBJECTIVES:
30 DAY EMERGENCY SHELTER PROGRAM
Process Objectives:
1. All individuals entering the shelter will be screened for shelter appropriateness, have an in-
depth need assessment completed and kept on file.
2. All persons entering the shelter will receive a copy of the shelter rules, including the
disqualification and appeals process, and will sign verifying their receipt.
3. All persons in the emergency shelter program(30 days stay), who elect to move into the -
90 Day Case Managed Program, will receive a minimum of one hour of case management
services during the third and fourth weeks of their shelter stay.*
4. All persons in the emergency shelter program(30 days stay);who will not be participating
in the 90 Day Case Managed Program will receive a minimum of two hours of housing
assistance.*
5. All persons entering the Shelter will have a basic physical health assessment by the Health
Care for the Homeless Team within the first three weeks of entering the shelter.
6. All persons entering the shelter will provide photo identification and verification of
residence within the first 72 hours.
7. All persons leaving the shelter will receive the Homeless Resource list as part of the
planned exit and at least one week prior to their exit date.
Outcome Objectives:
1. 100% of persons in the emergency shelter program will decide to enter the structured
program or leave the shelter at the end of 30 days.
2. 75% of all discharges will be planned.
3. 100% of all persons, who are in the shelter at least 10 days, will have a TB clearance.
4. 100% pf all persons in the shelter, who remain more than 10 days, will receive housing
and supportive services information.
5. 50% of all persons in the shelter without an income source will identify or apply for some
source of income or assistance within the first 20 days.
6. 100% of persons upon assessment will be assigned a counselor to monitor and assist them
during the 30-day stay.
90 DAY CASE MANAGED PROGRAM
Process Objectives:
1. All persons in the 90 Day Program will receive a minimum of one hour of one to one case
management services per week.*
2. All persons in the 90 Day Program will receive a minimum of 40 hours of assistance in
obtaining housing.*
3. All persons in the 90 Day Program will participate in some vocational or public benefits
assessment.
4. All persons in the 90 Day Program will have a weekly case action plan on file that has
been signed by the Case Manager and the individual.
5. All persons in the 90 Day Program who have a Case Manager through another agency
will have participated in at least one inter-agency case management meeting.
Outcome Objectives:
1. 95% of persons who enter the 90 Day Program without an income, will have an income
within the first 60 days of the program.
2. 85% of persons will receive payee services or attend a budget/money management class
within 60 days.
3. 95% of persons will attend a housing resource workshop within 60 days.
4. 80% of persons will have identified housing within 75 days.
5. 50% of all LTBI and GA recipients will have completed a vocational assessment,job
readiness training, and be working with a vocational counselor within 60 days. Within 90
days 75%will have completed a vocational assessment,job readiness training, and be
working with a vocational counselor.
6. 90% of participants who are able to work will be employed at least half time and have a
regular source of income when they exit the program.
7. 85% of participants with special needs or self identified disabilities, who are not currently
involved with a service provider, will be referred to the Health Care for the Homeless
Team for a screening and assessment of their needs within 30 days.
8. 90% of participants will have a planned exit. Of these, 100% of these will have an exit
interview.
*To be documented as units of service in 15 minute increments.
DATA COLLECTION AND REPORTING•
On a regular the basis the following information is to be gathered on each individual entering the
shelter:
1.
Name, ethnicity, age, income source and amount at entrance and exit, City of residence, birth
date, social security number, gender, veteran status, date shelter was entered, date of discharge
from shelter and reason.
This information is to be collected on a standardized form at each shelter site. The form will
include assigning a number to each individual entering the shelter. This individual number is to be
used each time the person enters the shelter during the current fiscal year. Assignment of
numbers will start over at the start of each new fiscal year.
2.
Each individual entering the shelter is to have a personal file card kept on file containing the
following information-
Name, shelter location, social security number, date of birth, an emergency contact name and
phone number, calculation by day and month of number of shelter days, discharge dates and
codes.
3.
On a monthly basis the following information is to be summarized and reported to the County
Homeless Administrative Offices:
► New Intakes, reentries, and shelter discharges(by code).
► Shelter recipient demographics including: ethnicity, age, income source and amount at
entrance and exit, City of residence, gender, veteran status, and special needs-issues.
► A monthly bed count is to be reported that includes: shelter occupancy for each day of the
month, separating the number of male and female occupants. Also included the total
number of bed-nights and what the average occupancy rate was for the month.
4.
At the end of each quarter and the fiscal year a cumulative report containing the information from
#3 is to be included in a report that also outlines- number of individuals served at each site,
program progress narrative with quantified contract goals, activities, staffing changes, and any
other pertinent information that will give the County an accurate picture of how your organization
is performing under the contract, any problems you have encountered and resolutions to the
problems.
PROGRAM STRUCTURE :
1. Emergency Program: Assessment and Crisis/Stabilization
a) In-depth intake assessment and screening of shelter recipient at
entry into the shelter.
b) Required attendance at 2 life skills classes during the first two
weeks of stay.
C) At the conclusion of the first 14 days of shelter stay an
assessment of the shelter recipient's readiness and
appropriateness to move into a Structured 90 Day Shelter Program
with in-depth case management will be made. If the shelter
recipient is not ready or appropriate for the Structured 90 Day
Program then a 14 day exit plan is developed. The shelter
recipient will have to wait for at least 45 days before re-entry -
into the shelter can be granted through the Homeless Referral
Line.
2. Structured 90 Day Program
a) There will be maximum of 30 openings, at any given time, at each
shelter site for case management.
b) Shelter recipient must participate in the development of an in-
depth, detailed case plan with goals, actions steps, and a time
line.
c) Up to a 90 day stay can be granted based on each individual
shelter recipient's needs, goals and case plan progress.
d) Extensions can be granted to shelter recipients based on
individual circumstances and case plan progress.
e) Expulsion from the shelter program can occur for failure to follow
the general shelter rules and/or failure to follow an agreed upon
case plan. If dismissal from the program is based on not
following a case plan it will go before a review committee (that
does not include the Case Manager) for a final decision.
SUPPORT SERVICES
1. Following the initial two week assessment period, if the shelter
recipient is appropriate for and selects the Structured 90 Day Program,
Support Service staff will be assigned to work with the recipient to
develop and implement a Case Plan. As part of the Case Plan, each
recipient will enter into a Case Plan contract with the objective of
resolving the shelter recipient's homeless issues within specified
periods of time. This plan will be reviewed weekly. Lack of good faith
effort to perform activities designated in the case plan contract will
result in disqualification from the program. Examples of Case Plan
activities are:
a. Participating in programs provided on site or being referred
to another service site that is more accessible and/or
appropriate to the intended area for the permanent housing
and/or employment search;
b. House/apartment hunting efforts;
C. Accepting referrals to housing resources (section 8
certification, public housing, shared housing, subsidized
housing programs, revolving loan program) ;
d. Money management services;
e. Accepting referrals to public health/mental
health/drug/alcohol treatment resources;
f. Accepting referrals to employment development and/or job
training programs.
2. The Operator will assist shelter recipients in follow through of case
plans which shall include specific steps towards resolving the
recipient's homeless status within explicit time frames. The Case
Manager and the Housing Specialist are responsible for coordination with
County and City public departments including Social.Services, Health
Services, Community Development, Housing Authority, Office of Education,
Private Industry Council, Veteran's Services, and other entities as
necessary to assist shelter recipients in the implementation of a case
plan.
3. The case plan and any modifications thereof shall be a written document
signed by the staff person responsible for case plan development and the
recipient to indicate mutual agreement to the plan. In the event that
mutual agreement to the case plan cannot be reached following the good
faith effort of all parties, the case plan developed by the staff shall
be utilized. The recipient shall receive a copy of the signed case plan
and the original shall be retained by the Operator in the recipient's
file. The case plan will be reviewed at minimum weekly and continued
occupancy at the shelter will be dependent upon the good faith efforts
of the recipient to follow the signed case plan.
4. Shelter recipients that are not appropriate or willing to enter the
Structured 90 Day Program will be allowed an additional two weeks stay
and be provided assistance based on specific request(s) .
CONTRA COSTA COUNTY HOMELESS SHELTER
POLICIES. PROCEDURES, AND OPERATIONS MANT AL
1. Program Structure and Activities
2. Forms
Required County Forms County Developed:
► Daily Shelter Capacity Sheet
► Personal Information Card
► Intake Assessment
► Not Appropriate for Shelter
► Extension Request
► Release of Information Form
► Special Needs Referral Form
► Notice of Action and Appeal
► Initial Case Plan
► Termination Notice
► Incident Report/Unusual Occurrence
Required Forms Not County Developed:
► Medication Log
► Shift Log
► Case Management Progress Sheet
► Intervention Report
► Initial Case Plan
► Progress Notes
► Incident Report
► Case Action Plan
► Client Extension Review Form
3. Policies and Procedures
► Cooperating with law enforcement
► Shelter Benefits Termination
► Proof of Residency
► Rules, Disqualification, and Appeals Process
► Repairs and Maintenance
► Extensions of Stay
► Daily Reporting and Disenrollments
► Health Care.for the Homeless
► Service Provision on Site and Agency MOUs
► 72 Hour Priority Return
► Shelter Admissions
► Shelter Eligibility
► In House Policies and Procedures Approval
► Request for Copy of Individual File
► Meal Provision
► Sign in/out Registries
► Shelter Recipient Files
► Parolees
► Loitering
4. Equipment
► Inventory of Shelter Equipment
sE L Contra Costa County
Health Services Department
Public Health Division
Ot +�IIIINI ® � Administrative Offices
T 597 Center Avenue, Suite 200
_ Martinez,California 94553
Phone: (510)313-6712
Osr�,COUIZ GFax:(510)313-6721
E-Mail:wbrunner@hsd.co.contra-costa.ca.us
TO: Board of Supervisors
FROM: Wendel Brunner, M.D. 2�
Director of Public Health
DATE: June 11, 1997
SUBJECT: CONTRACT WITH CENTER POINT FOR OPERATION OF COUNTY
HOMELESS SHELTERS
The Health Services Department was directed by the Family & Human Services Committee to
provide additional information to the Board of Supervisors on the contract with Center Point, which
is on the Board agenda for June 17. We were also asked to respond to a number of questions that
were raised by the Committee and members of the public about the Center Point contract.
Background to the Contract Request for Proposal
After several years of Board and public discussion about the operation and direction of the County
Emergency Homeless Shelters, the Health Services Department was directed by the Board of
Supervisors in December 1995 to prepare a Request for Proposals (RFP) to operate the homeless
shelter programs for the County, effective July 1, 1996. Because of problems in the funding for the
shelters and the resulting budget reductions, layoffs, and programmatic uncertainties, we requested
a delay in issuing an RFP. The Board agreed to the delay and a modification of the RFP process,
and in July 1996 the Health Services Department released a request for Letters of Interest(LOI)to
gauge whether there were agencies willing to prepare a full response to an RFP.
Six non-profit agencies responded to the LOI, and the Department was directed to prepare and
release a full Request for Proposals. The following time line for the process was presented to the
Board:
November- December 1996 Development of RFP and application process
January 1997 Release of RFP
February 1997 RFP return deadline
March 1997 RFP review and selection
May - June 1997 Contract negotiations and preparation for transition
July 1, 1997 Start of new contract
Board of Supervisors
June 11, 1997
Page 2
RFP Development and Selection Process
The RFP was developed by a team that included representatives from the Health Services
Department's Substance Abuse and Mental Health Divisions, as well as the Homeless Program staff
most familiar with the shelter program. Ginger Marsh was selected by HAC to represent the
Homeless Advisory Committee in the process. The RFP was structured to include a two-level
homeless shelter program, with a 30 day emergency shelter component and a 90 day case managed
structured program. The RFP included the requirement for measurable performance standards and
data collection, as directed by the Board.
The Review Committee consisted of.
• Aminta Mickels, Substance Abuse, Health Services Department
• Victoria Brown, Mental Health, Health Services Department
• Dean Coons, Homeless Advisory Committee, Citizen at Large
• Bobby Van, Homeless Advisory Committee, Faith Community
• Lynn Nesselbush, HomeBase, Bay Area regional homeless organization
Brenda Blasingame and Pat Pinkston from the Homeless Program worked with the Review
Committee, but did not participate in the rating. Dean Coons and Bobby Vann were selected by
HAC to represent their Committee; Lynn Nesselbush was chosen because she has both an outside
perspective and an extensive knowledge of Contra Costa homeless issues, as she was the contractor
who assisted us in the preparation of the Homeless Continuum of Care Plan.
The Review Committee evaluated the four responses received to the RFP, and selected the top three
for a site visit. The Site Visit Committee consisted of Aminta Mickels, Substance Abuse, HSD;
Dean Coons, HAC; and Bobby Vann, HAC. Brenda Blasingame and Duane Chapman from the
Homeless Program accompanied the Committee on the site visit, but did not participate in the
ratings.
The RFP screening and site visits were implemented through a structured process prepared for the
reviewers by Brenda Blasingame,our Homeless Services Program Director(see Attachment 1). The
strengths and weaknesses of the different agencies for running the shelters were evaluated, and the
screening and site visit scores were combined into a final ranking. Center Point received
substantially the highest rating.
These recommendations were presented to the Public Health Director. As I and my staff were not
as familiar with Center Point as with the other two agencies in the screening process, I made a site
visit to Center Point administrative offices and program sites in Marin County. I and Homeless
Program staff then conducted extensive reference checks on Center Point, both with references
supplied by Center Point and with our own contacts with Marin County government and community
based agencies. Based on all these evaluations, we are forwarding the contract with Center Point
to the Board of Supervisors for approval.
Center Point's Qualifications as Homeless Shelter Contractor
Center Point is a predominantly Marin-based community organization with extensive experience in
running residential programs for some of the most difficult to serve populations. Center Point
Board of Supervisors
June 11, 1997
Page 3
maintains residential drug treatment programs,runs HUD funded transitional housing programs for
homeless , and maintains a residential treatment center for pregnant and parenting adolescents. The
agency is also involved with Marin County's plan for the Hamilton Base conversion for homeless
services,and Center Point's Director,Dr. Sushma Taylor, is co-chair of the Marin County Homeless
Continuum of Care Board. The agency has an annual budget of$4.5 million, and an extensive
history of fundraising and developing community contributions and support for programs (see
Attachment 2 for current contracts).
Center Point brings a set of skills and experiences which will make an important contribution to
Contra Costa County's continuum of homeless services. Center Point's strengths include their
experience in providing 24 hour residential programs and support services at an entry level, with
very difficult to serve populations. Much of Center Point's experience has been with drug treatment
programs, but 34% of Center Point clients in all programs are homeless, and many are residents of
Contra Costa. Center Point understands very well that the Contra Costa homeless shelters are not
substance abuse treatment programs, and will not be operated as such. Nonetheless, many of the
homeless entering the shelter have significant substance abuse problems, and the agency's
experience with that population, as well as with homeless services, will be an asset to our County's
shelter program. Center Point is committed to working closely with the Contra Costa Continuum
of Care agencies, and to recruiting board members who are residents of Contra Costa.
Contra Costa County Continuum of Care
The homeless services and programs in Contra Costa County have expanded substantially over the
last five years; much of that expansion has come through HUD funding which community agencies
have been increasingly successful in bringing into Contra Costa County. Last year our county's
HUD process, guided by our Homeless Continuum of Care Plan, was particularly successful in
attracting federal funding to Contra Costa's homeless programs. This Spring HUD released some
additional funds and of the seven projects HUD funded nationwide, three were in Contra Costa
County. One of those projects went to Shelter, Inc. to expand the transitional housing programs run
by that agency. Shelter, Inc. has become the leading county provider of transitional housing, low
cost housing, and homeless prevention services.
The staff and Board members of Shelter, Inc. have played a leadership role in the development and
expansion of the homeless continuum of care in Contra Costa. In addition to mobilizing the
community to confront the issue of homelessness in Contra Costa in the late 1980's, and to bringing
in substantial HUD funding to expand the continuum in the 1990's, Shelter, Inc. has been exemplary
in the ability to secure property and funding to provide housing in collaboration with other
community agencies that provide case management services. During the past four years, Shelter,
Inc. has operated the emergency shelter program with limited and under public scrutiny when there
was no other agency willing to provide those services, reflecting their commitment to ensuring the
existence of the entire Continuum of Care.
St. Vincent de Paul has also received HUD funding to develop multi-service centers for homeless
in Contra Costa. These centers will help fill a crucial gap in our county's Continuum of Care and
provide a key link between the homeless on the street and the emergency shelter and transitional
housing programs. County Homeless Program staff have been working with St. Vincent de Paul
staff t help bring these centers into operation. These centers will complement job training and other
programs operated by St. Vincent de Paul.
With the implementation of this contract, Center Point would bring Continuum of Care its
substantial expertise in entry level residential services to the most difficult homeless population.
These three agencies, along with many other non-profit, volunteer, and community organizations,
committed individuals, and county and city government form the basis for the Continuum of Care
in Contra Costa.
Board of Supervisors
June 11, 1997
Page 4
Volunteer and Community Support
The maintenance and expansion of the Contra Costa homeless Continuum of Care is dependent upon
volunteer and community support, as well as service agencies and government. Two individuals
have started working in Contra Costa as Vista workers to promote and coordinate volunteer activity
on homeless issues in the county. One of the Vista workers is with Shelter, Inc., the other works
with the HSD Homeless Programs. Many churches and religious organizations have contributed to
the homeless in Contra Costa. The Greater Richmond Interfaith Project (GRIP) for example, has
maintained a shelter for homeless families in West County.
In Central County, the Contra Costa Interfaith Coalition (CCIC) has made major contributions to
the two emergency homeless shelters. Beginning in 1993 the CCIC assisted what was then the
Winter Relief Program by providing food to the residents of the North Concord Homeless Shelter.
Supervisor McPeak at that time acknowledged the community assistance of CCIC, and committed
that the money saved in food ($25,000 in 1993/94) would be used to extend the date the shelter
would remain open, or to expand the number of beds provided.
Since then the number of meals provided yearly to the shelter by CCIC has approximately doubled,
The annual holiday appeal for funding for the homeless supported by the Contra Costa Times brings
in $25,000 a year. These funds contributed and savings generated by CCIC have gone to partly
cover the cost of expanding the shelter program to 12 months per year, and to increasing the number
of beds available during the Winter. During the last three Winters since the Health Services
Department has operated the shelters, the number of beds available has been expanded from 60 to
an average of 70. Further expansion at the Concord Shelter during the Winter is currently limited
by funding available for staff to support an increased resident population.
The Contra Costa Interfaith Coalition food donations have saved $32,000 this year. Important as
the dollars are, even more important is the contribution to human comfort and dignity which the hot,
well prepared meals provide to the residents of the shelters. The sharing of food prepared by
churches on a rotating basis throughout the county is a concrete expression of community support
for the homeless as individuals and as people. When the Board of Supervisors recognizes Shelter,
Inc. in September for its extensive contributions to the homeless in Contra Costa, we would like
them to extend that recognition also to the Contra Costa Interfaith Coalition, the Greater Richmond
Interfaith Project, and the other community and volunteer agencies that have contributed to the
homeless in our county.
WB:ah
Attachments
cc: William Walker, M.D. Health Services Director
ATTACH= 1
6�_ z ri altri Services Department
-: - PUBLIC HEALTH DIVISION
HOMELESS PROGRAMS
597 Center Avenue
� 'ea Suite 375
�• . ._ ,ti� Martinez,California 94553
�OST`4-CO
MEMORANDUM
TO: All Reviewers of the Emergency Shelter Applications
FROM: Brenda Blasingame, Homeless Program Services Directoiao
DATE: March 6, 1997
RE: Proposal Review
Thank you for agreeing to be part of the RFP review committee for
the two County funded emergency shelters . The application review
process will take place during the remainder of this month. The
final recommendation of a shelter operator will be taken to Dr.
Brunner, for final approval, at the beginning of April .
On March 17, 1997 we will meet from 9 A.M. until 3 P.M. , at 597
Center Ave. , Suite 375 Conference room. We will go through a
group review process, reviewing each proposal . Lunch will be
provided and I hope we will finish before 3 P.M. .
Enclosed you will find four proposals for your review. There is
a proposal/review scoring sheet for each 'proposal and a set of
additional questions, for each of the four review areas, to use
as a guide during your review. I have also enclosed a copy of
the sections of the RFP that address program structure and
proposal instructions . You should review and score each proposal
before the meeting on 3-17-97 . Please come to the meeting with
your comments and questions on each proposal .
Also includ6d in this packet is a sheet detailing the RFP Review
process that we will be following. Please call me with any
questions . I can be reached at 313-6736.
A372 (11196) Contra Costa County
PROPOSAL REVIEW PROCESS
I Individual proposals will be reviewed and scored by the
Review Committee. The Review Committee consists of: 2
Homeless Program staff, two members of the Homeless Advisory
Committee, one staff person of the Mental Health Division,
one staff member of the Substance Abuse Division, and two
individuals from other Counties .
II The Review Committee meets and discusses each application.
The proposals are then scored by each individual at the end
of the group review process . Scores from the individual
and the group reviews are averaged and then the proposals
are ranked in descending order. The top two or three
proposals will be selected for a site visit and interview.
If the second and third ranked proposals are more than five
points apart, only the top two proposals will be considered
for the next step of the review process .
III Four to six members of the Review Committee will participate
in the site visit and interview. An established interview
process will be used in the site visit . The committee
members that participate in the site visit and interview
will discuss and score each applicant. The scores from the
application review and the site visit will be averaged and
the applicants will be ranked.
IV The top ranked applicant will be presented to the
Director of Public Health, for consideration as the proposed
shelter operator.
V A final decision will be made and contract negotiations will
begin, with the shelter operator' s contract beginning on
July 1, 1997 .
SUPPLEMENTAL QUESTIONS FOR PROPOSAL REVIEW
Background and Experience
1 . Does the mission statement of the agency encompass provision
of homeless services or does the mission statement address issues
that impact people who are homeless?
2 . Does the philosophical approach of the agency reflect the
philosophy stated in the RFP application packet? (Page 5-6)
3 . Is the experience and background of the agency staff
appropriate?
4 . Does the agency currently serve individuals with similar
demographics as the individuals that will be at the shelter?
5. Is the organizational infrastructure one that can manage,
monitor, and implement the emergency shelter program?
6 . Does the past or present service history of the agency
provide verification of ability to operate this type of program?
7 . Does the structure of the agency' s fiscal operations show
responsible management of funds?
8 . Are there internal controls that would ensure integrity and
sound management of funds?
9 . Is there agency history of operating programs, with budgets
of this size?
Cost Effectiveness
1 . Are the administrative cost no more than 100 of the total
budget?
2 . Are the administrative costs minimized?
3. Does the budget contain administrative staff positions that
create a "top heavy" program structure?
4 . Do the budget line items reflect a clear understanding of
program operation needs?
5. Does the budget fall within the guidelines of available
funds, not to exceed $724, 000 for total operation?
6. Do the staff positions maximize the use of funds available
and provide the best structure for provision of program services?
Matching Contributions
1 . Has the applicant leveraged other funding for program
operation?
2 . Does the applicant provide a mechanism to leverage in-kind
contributions?
3. Does the applicant have a plan to leverage other resources
in the future and/or on an on-going basis?
Design and Services
1 . Will the methods for program delivery ensure the most
effective provision of services to shelter recipients?
2 . Does the staffing pattern provide for effective staff
coverage throughout the day, with at least two staff on site at
all times?
3. Are the type of staff positions appropriate for effective
operation of the shelter?
4 . Is the staff or volunteer training appropriate to prepare
staff for working in the shelter?
5. Does the proposal demonstrate an understanding of the
program parameters outlined in the RFP? (Pages 7-12)
6. Does the proposal address how the program operation should
be shifted from the existing operator to the applicant?
7 . Does the program design allow for coordination and
cooperation with existing support services in the community?
8 . Does the program design allow for support services to be
provided on site?
9. Does the proposal address outcome objectives in the areas of
housing, employment, and increase in income?
10. Do the objectives appear to be realistic and obtainable?
11. Does the plan address performance outcomes such as amount of
service provided?
12 . Does the applicant outline a plan for monitoring,
evaluating, and quality control of services being provided?
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Health Services Department
"�- '• PUBLIC HEALTH DIVISION
HOMELESS PROGRAMS
597 Center Avenue
Suite 375
Martinez,California 94553
�osra'courz'i";
S =TE =1qTEnX7XEW QUEST=ONS
Please be prepared to answer the following questions . You may
provide forms or documentation were appropriate.
1 . Why are you interested in operating the County funded
emergency shelter programs?
Z 2 . Please talk about your stability and longevity of your staff,
and include how you work to develop and maintain employee
satisfaction?
What is your agency's position on internal promotions?
Additionally, can former consumers become staff members? If
so, what restrictions exist (i .e. a specific period of time
out of the program before they can apply for a position; etc. )
3 . What are the current demographics of your staff and what is
your agency/employee training program in the area of cultural
competency?
4 . What is your agency prepared to do to bring additional funding
into the operations budget of the emergency shelter program?
Will you commitment a portion of your development staff ' s time
to working with the County to leverage other funds?
5 . What are the main components of your employee and volunteer
training program?
Who provides the training and is the training provided on an
on-going basis? If on-going what topic/subject areas are
covered?
6 ; How do you internally monitor delivery of quality services to
consumers? How do you ensure that your program staff are
providing the highest level of service? If you use volunteers
in your existing programs, in what capacity do you use them
and what supervision/ quality control measures do you use?
What information do you gather from consumers to assess their
satisfaction with the services they receive?
A372 (11,96) Contra Costa County
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I L
Contra Costa County Number 25-010
Standard Form 1/87 STANDARD CONTRACT Fund/Org # 5740
(Purchase of Services) Account # 2310
1. Contract Identification. Other #
Department: Health Services - Public Health Division
Subject: Emergency Shelter Program
2. Parties, The County of Contra Costa, California (County) , for its Department named
above, and the following named Contractor mutually agree and promise as follows:
Contractor: CENTER POINT, INC.
Capacity: Non-profit corporation Taxpayer ID #Not applicable
Address: 809 B Street, San Rafael, California 94901
3. Term. The effective date of this Contract is July 1. 1997 , and it terminates
June 30, 1998 unless sooner terminated as provided herein.
4. Payment Limit. County's total payments to Contractor under this Contract shall not
exceed $724,000.
5. County's Obligations. County shall make to the Contractor those payments described in
the Payment Provisions attached hereto which are incorporated herein by reference,
subject to all the terms and conditions contained or incorporated herein.
6. Contractor's Obligations. Contractor shall provide those services and carry out that
work described in the Service Plan attached hereto which is incorporated herein by
reference, subject to all the terms and conditions contained or incorporated herein.
7. General and Special Conditions. This Contract is subject to the General Conditions and
Special Conditions (if any) attached hereto, which are incorporated herein by
reference.
8. Project. This Contract implements in whole or in part the following described Project,
the application and approval documents of which are incorporated herein by reference:
Transitional Housing Project for the Homeless funded by the Federal Department of
Housing and Urban Development (Project #CA39T90-1505) , and any extensions, revisions
or modifications hereof.
9. Legal Authority. This Contract is entered into under and subject to the following
legal authorities: California Government Code § 26227.
10. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA, CALIFORNIA
ATTEST: Phil Batchelor, Clerk of the Board
BOARD OF SUPERVISORS of Supervisors and County Administrator
By By
Chairman/Designee Deputy
CONTRACTOR
By By
(Designate business capacity A) (Designate business capacity B)
Note to Contractor: For corporations (profit or nonprofit), the contract must be signed by two officers. Signature A must be
that of the president or vice-president and Signature B must be that of the secretary or assistant secretary (Civil Code ; 1190
and Corporations Code 1 313). All signatures must be acknowledged as set forth on page tvo.
Contra Costa County Standard Form(Rev. 1/95)
APPROVALS/ACKNOWLEDGMENT
Number 25-010
APPROVALS
RECOMMENDED BY DEPARTMENT FORM APPROVED
COUNTY COUNSEL
� (o ,L
By By ` _
Designee - Deputy
APPROVED: COUNTY ADMINISTRATOR
By:
Designee
ACKNOWLEDGMENT
STATE OF CALIFORNIA )
ss.
COUNTY OF CONTRA COSTA )
On , before me,
(insert name and title of the officer), personally appeared
personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s)
is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the
entity upon behalf of which the person(s) acted, executed the instrument.
WITNESS MY HAND AND OFFICIAL SEAL.
(Seal)
Signature
ACKNOWLEDGMENT(by Corpmtim, Panwnaup,m Individual)
(Civil Code 11189)
Contra Costa County PAYMENT PROVISIONS Standard Form 6/90
(Cost Basis Contracts)
Number 25-010
1. Payment Basis. Subject to the Payment Limit, payments to the Contractor for all
services provided for County under this Contract shall only be for costs that are
allowable costs that are actually incurred in the performance of Contractor's
obligations under this Contract.
2. Payment Amounts. Subject to later adjustments in total payments as provided
below and subject to the Payment Limit of this Contract, County will pay
Contractor as full compensation for all services, work, expenses or costs
provided or incurred by Contractor: [Check one alternative only]
[ ] a. $ monthly,
[ ] b. $ per unit, as defined in the Service Plan,
[ ] c. An amount equal to Contractor's_ allowable costs that are actually
incurred each month, but subject to the "Budget of Estimated Program
Expenditures" included in the Service Plan, or
[X] d. (1) A one-time-only payment of $60,333 payable upon demand on or
after July 1, 1997; provided, however, that the final Contract
payment which would otherwise be due and payable to Contractor
shall be reduced by the sum of $60,333: and
(2) Monthly payments in an amount equal to Contractor's net
allowable contract costs which have actually been incurred
and/or paid by Contractor each month (i.e. , reimbursement in
arrears for actual expenditures) , computed in accordance with
and subject to the Budget of Estimated Program Expenditures,
which is incorporated herein by reference, as set forth in
Service Plan Paragraph 5.
3. Allowable Costs. Contractor's allowable costs are only those which are
determined in accordance with: [Check applicable alternative]
[X] a. Department of Health and Human Services Administration of Grants
Federal Regulations Title 45 Part 74 including any amendments
thereto and the applicable Subpart listed hereunder; and other
documents specified in the Service Plan regarding principles for
determining and allocating the allowable costs of providing the
services; and any standards set forth in the Service Plan for
determining the allowability of selected items of costs of providing
the services.
[ ] Federal Management Circular A-87, including any amendments to
the circular published in the Federal Register by OMB is to be
used for determining allowable costs of activities conducted
by state and local governmental agencies.
[X] OMB Circular A-122, including any amendments to the Circular
published in the Federal Register by OMB is to be used for
determining allowable costs of activities conducted by
nonprofit organizations (other than government agencies,
educational institutions, and hospitals) .
Initials:
Contractor County Dept.
—1—
Contra Costa County PAYMENT PROVISIONS Standard Form 6/90
(Cost Basis Contracts)
Number 25-010
[ ] 41 CFR Subpart 1-15.2 shall be used for profit organizations
other than hospitals.
[ ] OMB Circular No. A-21, including any amendments to the
Circular published in the Federal Register by OMB shall be the
principles to be used for determining allowable costs by
educational institutions (other than for-profit institutions) .
[ ] Appendix E Subpart Q Section 74.173 shall be used for
determining costs of research, development work, and other
activities for determining allowable costs.
[ ] b. Such State regulations and documents as are set forth in the
Contract regarding accounting guidelines, including standards for
determining allowable or non-allowable costs.
[ ]
C. Part IV Department of Labor, Employment and Training administration,
20 CFR Part 674, Section 674.402 and any amendments thereto; and
California Department of Aging Title V Operations Handbook, 1987,
Section 505.4 and any amendments thereto.
4. Payment Demands. Contractor shall submit written demands. Said demands shall
be made on County Demand Form D-15 and in the manner and form prescribed by
County. Contractor shall submit said demands for payment no later than 30 days
from the end of the month in which the contract services upon which such demand
is based were actually rendered. Upon approval of said payment demands by the
head of the County Department for which this Contract is made, or his designee,
County will make payments as specified in Paragraph 2. (Payment Amounts) above.
5. Penalty for Late Submission. When Contractor fails to submit to County a demand
for payment as specified in Paragraph 4. (Payment Demands) above, and as a result
of Contractor's late submission the County is unable to obtain reimbursement from
the State of California or otherwise; to the extent the County's recovery of
funding is prejudiced, County shall not pay Contractor for such services, even
though such services were fully provided.
6. Right to Withhold. County has the right to withhold payment to the Contractor
when, in the opinion of the County expressed in writing to the Contractor, (a)
the Contractor's performance, in whole or in part, either has not been carried
out or is insufficiently documented, (b) the Contractor has neglected, failed or
refused to furnish information or to cooperate with any inspection, review or
audit of its program, work or records, or (c) Contractor has failed to
sufficiently itemize or document its demand(s) for payment.
7. Cost Report and Settlement. No later than forty-five (45) days following the
termination of this Contract, Contractor shall submit to County a cost report in
the form required by County, showing the allowable costs that have actually been
incurred by Contractor under this Contract. If said cost report shows that the
allowable costs that have actually been incurred by Contractor under this
Contract exceed the payments made by County, subject nevertheless to the payment
limit of this Contract, County will remit any such excess amount to Contractor,
Initials:
Contractor County Dept.
—2—
Contra Costa County PAYMENT PROVISIONS Standard Form 6/90
(Cost Basis Contracts) Number 25-010
provided that the payments made, together with any such excess amount, may not
exceed the contract payment limit. If said cost report shows that the payments
made by County exceed the allowable costs that have actually been incurred by
Contractor under this Contract, Contractor shall remit any such excess amount to
County.
8. Audits. The records of the Contractor may be audited by the County, state, or
United States government, in addition to any certified cost report or audit
required by the Service Plan. Any certified cost report or audit required by the
Service Plan shall be submitted to County by Contractor within such period of
time as may be expressed by applicable State or Federal regulations, policies or
contracts, but in no event later than 18 months from the termination date of this
Contract. If such audit(s) show that the payments made by County exceed the
allowable costs that have actually been incurred by Contractor-under this
Contract, including any adjustments made pursuant to Paragraph 7. (Cost Report
and Settlement) , then Contractor shall pay to County within 30 days of demand by
County any such excess amount. If such audit(s) show that the allowable costs
that have actually been incurred by Contractor under this Contract exceed the
payments made by County, including any adjustments made pursuant to Paragraph 7.
(Cost Report and Settlement) , then County agrees to pay to Contractor any such
excess amount, provided that the payments made, together with any such excess
payment, may not exceed the contract payment limit.
9. Audit Exceptions. In addition to its obligations under Paragraph 8. (Audits)
above, Contractor agrees to accept responsibility for receiving, replying to,
and/or complying with any audit exceptions by appropriate County, State or
Federal audit agencies occurring as a result of its performance of this Contract.
Contractor also agrees to pay to the County within 30 days of demand by County
the full amount of the County's obligation, if any, to the State and/or Federal
government resulting from any audit exceptions, to the extent such are
attributable to the Contractor's failure to perform properly any of its
obligations under this Contract.
10. Required Audit. If Contractor is funded by $25,000 or more in federal grant
funds in any fiscal year from any source, Contractor shall provide to County at
Contractor's expense an audit conforming to the requirements set forth in the
most current version of Office of Management and Budget Circular A-133. If
Contractor is funded by $25,000 to $100,000 in federal grant funds in any fiscal
year from any source, Contractor shall arrange for conduct of the federally-
required audit biennially and shall submit the audit to County in the time, form,
and manner required by the most current version of Office of Management and
Budget Circular A-133 and by County. If Contractor is funded by $100,000 or more
in federal grant funds in any fiscal year from any source, Contractor shall
arrange for conduct of the federally-required audit annually and shall submit the
audit to County in the time, form, and manner required by the most current
version of Office of Management and Budget Circular A-133 and by County.
Contractor is solely responsible for arranging for the conduct of the audit, and
for its cost, and County may withhold the estimated cost of the audit or 10
percent of the contract amount, whichever is larger, or the final payment, from
Contractor until County receives the audit from Contractor.
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SERVICE PLAN
Number 25-010
1. Scope of services. During the term of this Contract, Contractor shall
operate two (2) Homeless Shelter Programs for single homeless adults at
the following locations: 2047C Arnold Industrial Way, Concord, and 845B
Brookside Drive, Richmond. In providing services hereunder, Contractor `;
shall work collaboratively with the County's Health Services Director,
or his designee '(Homeless Program Director) . Contractor shall make its
Admissions and Service Delivery Policies, which are incorporated herein
by reference, available to the public for inspection.
2. Contractor's obligations. Contractor -shall furnish staff, maintain the
facilities and manage the Concord and Richmond Homeless Shelter Programs
24 hours a day, seven days a week, as set forth below:
a. Contractor shall coordinate daily meal services (two meals per
day) , for each recipient at the shelter;
b. Contractor shall provide basic items for shelter recipients use,
including but not limited to, blankets, linens, towels, toiletries,
and laundry soap;
C. Contractor shall provide services hereunder only to individuals
admitted by the Homeless Referral Line or other method approved by
the County's Health Services Director, or his designee;
d. Contractor shall work cooperatively with local law enforcement to
ensure security of the premises and surrounding neighborhoods;
e. Contractor shall employ a minimum of two staff members to provide
on-site management and shelter services in each facility during all
hours of operation;
f. Contractor shall be responsible for employment, training and
supervision of all Contractor's paid staff and non-paid volunteers
working at the facilities or providing services to shelter
recipients;
g. Contractor shall oversee the operation and administration of the
shelter programs in accordance with:
(1) Policies and procedures established by the Health Services
Department, as specified in the Contra Costa County Homeless
Shelter Policies, Procedures and Operations Manual (PPOM) and
monitored by the Public Health Division, Homeless Program; and
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SERVICE PLAN
Number 25-010
(2) Contra Costa County Board of Supervisors rulings, including
any and all legal agreements pertaining to operation of
emergency homeless shelters in Contra Costa County.
h. Contractor's staff shall review with each shelter recipient at the
time of intake the general shelter program structure, the Homeless
Shelter Rules, the Disqualification Policies, and the role of the
Homeless Ombudsperson. In addition, Contractor shall provide this
information to other interested persons, upon request, and
Contractor shall post this information in common areas of each
facility;
i. Contractor shall oversee the County's Disqualification Notice and
Appeal Procedure, in accordance with the PPOM;
j . Contractor shall maintain registries and require shelter recipients
and visitors to sign in/out in accordance with the PPOM:
k. Contractor shall maintain information on each shelter recipient in
accordance with the attached Data Collection and Reporting Exhibit
(A) which is incorporated herein by reference;
1. Contractor agrees to maintain information and data files, in the
time, form and manner required by County, on behalf of County;
M. Contractor shall collect data and report shelter occupancy
information to the Homeless Referral Line on a daily basis, in the
form and manner prescribed by County;
n. Contractor shall provide one full-time Case Manager and one half-
time (or more) Housing Services Coordinator at each shelter site;
o. Contractor shall refer each and every shelter recipient to the
Health Care for the Homeless Team for screening for physical
health, mental health and substance abuse problems.
p. Contractor shall attend meetings with local government officials,
representatives of the community and other community groups, as
requested by County;
q. Contractor shall coordinate activities of volunteers and donations,
including donations of meals, at each shelter site, in the time and
manner required by County;
r. Contractor agrees to work collaboratively with the County's Health
Services Department staff to develop and leverage funding sources
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SERVICE PLAN
Number 25-010
to ensure the effective operation of County's emergency shelter
programs;
S. Contractor shall carry out the performance objectives specified in
the attached Exhibit B (consisting of three pages) , which is
incorporated herein by reference; and
t. Contractor shall meet with the neighborhood or with adjacent
tenants to mitigate any problems caused by homeless clients and to
address the concerns of any complaint; and shall notify the Health
Services Department, in writing, of such complaints and actions
taken, within ten (10) days of complaint.
U. Contractor shall maintain the property in a clean, safe and
presentable condition, free from litter and waste.
V. Contractor shall follow the procedures set forth in the PPOM in
order to promptly repair all damage caused by users of the property
and to existing and future utilities.
W. Contractor shall follow the procedures set forth in the PPOM in
order to promptly clean, repaint, or remove any graffiti placed on
any part of the property, or any fixture placed thereon, in
accordance with the PPOM.
3 . County's obligations. During the term of the Contract, County shall:
a. Provide Contractor with County-approved policy and procedural
material related to the Homeless Program;
b. Provide staff to meet regularly with Contractor to review program
problems, need for improvement, advise of necessary programs, or to
meet with Contractor and local agencies and the public;
C. Make provisions available for breakfast and dinner meals to be
served to recipients of the Homeless Program;
d. Maintain the Homeless Referral Line, through a contract with Crisis
and Suicide Intervention, or otherwise, in order to coordinate
shelter reservation and referral services;
e. Provide the Homeless Healthcare for the Homeless Team.
f. Provide for repair of damages to the property and to existing and
future utilities.
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SERVICE PLAN
Number 25-010
4 . Reports.
a. Progress Reports. Contractor shall submit to County's Health
Services Director, or his designee, regular written progress
reports, data collection reports and expenditure reports, in the
time, form and manner required by County.
b. Final Report. Contractor shall submit on or before August 31,
1998, to County's Health Services Director, or his designee, a
written Final Activity Report which shall include, but not be
limited to, an evaluation of the quantity, quality, andimpact of
_
the work undertaken in conducting services provided under this
Contract.
C. Evaluations and other Data Collection Processes. County may
include Contractor in the design, planning, and implementation of
any evaluation or data collection process undertaken by County
regarding Contractor's program operations and services. County's
Public Health Division shall facilitate provision to Contractor of
summary information and reports pertaining to Contractor' s program
activity and performance in as timely a manner as is feasible.
5. Budget of Estimated Program Expenditures. A budget of estimated program
expenditures for the services described in this Contract shall be
prepared and submitted by Contractor to County and shall be maintained
on file in the offices of County's Homeless Services Program. Any
movement of funds between line items in the budget of estimated program
expenditures must have the prior written approval of the Homeless
Services Program Director or her designee.
6. Right of Inspection. Upon County's request, Contractor shall make
available to County' s Health Services Director or his designee for
review, all records and materials relevant to the documentation of
services provided under this Contract. In addition, as requested by
County, Contractor shall assist County's designated Contract Monitor in
conducting site visits.
7 . Service Program Administration and Fiscal Management. Contractor shall
administer the service program covered by this Contract as a separate
organizational, administrative, and fiscal activity and shall keep this
program separate and distinct from other activities. Contractor shall
establish and maintain a fiscal management system of cost center
accounts so that funds provided by this Contract will not be co-mingled
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SERVICE PLAN
Number 25-010
with or used in Contractor's activities which are not covered by this
Contract.
8 . Use of Facilitv. Pursuant to this Agreement, Contractor is hereby given
a revocable license to use the properties located at 2047 Arnold
Industrial Way, Concord and at 845-B Brookside Drive, Richmond, for the
sole purpose of operating Homeless Shelter facilities as set forth
hereunder. Contractor shall be responsible for keeping the repair and
condition of interiors of each facility in good order, including repairs
to any appliances and furnishings provided with each facility, and the
maintenance of fire extinguishers as required by the Fire Marshall.
Contractor shall not make any changes to either building's structure
without the written permission of County and shall meet with all
applicable fire and structural codes. The exterior maintenance of the
buildings and grounds as well as mechanical and electrical systems shall
be the responsibility of County, except for picking up of litter in the
immediate area which shall be the responsibility of Contractor.
9 . Vacating the Facility. On the last day of the Contract term, or as
sooner terminated under this Contract, the Contractor shall return all
keys to the premises; and peaceably leave and surrender to the County
the premises with their appurtenances, fixtures, furnishings and
equipment in as good order, condition and repair as when they were
received; except for reasonable use and wear thereof and damage by
earthquake, fire, public calamity, by the elements, by Act of God, or by
circumstances over which the Contractor has no control.
10. Utilities. The Contractor shall be responsible to provide for the
following utilities at each location:
(1) Central County (Concord) : telephone, pest control and refuse
collection;
(2) Brookside (Richmond) : telephone, pest control, refuse collection,
PG&E (gas and electric) , water and sewer.
County will pay for gas, electric, water and sewer at the Central County
facility.
11. Third-Party Payment Liability. Contractor shall be solely responsible
for any payments due from Contractor to third parties or for any
liabilities, obligations, or commitments of Contractor arising from
Contractor's performance of this Contract, including, but not limited, to
any payments that Contractor may owe to contractors or other suppliers
for goods and services received by Contractor in the operating,
equipping, altering, remodeling, renovating, or repairing of
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SERVICE PLAN
Number 25-010
Contractor's program and facilities established under this Contract. In
no event shall County be responsible for any payments due from
Contractor to third parties or for any liabilities, obligations, or
commitments of Contractor arising from Contractor's performance of this
Contract.
12 . Maintenance of Effort. Contractor shall not use any funds provided by
this Contract to supplant, substitute for, or otherwise replace any
other funds that Contractor may have been expending or otherwise using
to support Contractor's activities of any kind.
13 . Protection of Property and Equipment. Throughout the term of this
Contract, and any modification or extension thereof, Contractor shall:
a. Cooperate with County in tagging and appropriately identifying all
program property and equipment loaned by County for use by
Contractor or acquired with Contract funds.
b. Establish a property management control system to ensure adequate
safeguards to prevent loss, theft, or damage to property, and
maintain all equipment in good working repair at all times.
C. Investigate, fully document, and immediately report to appropriate
police agencies and within two days to County any loss, theft, or
damage to property and equipment. Contractor shall repair or
replace all such items within 60 days with items of comparable
quality and value.
d. Maintain accurate records of all equipment and other such property
loaned by County for use by Contractor or acquired with Contract
funds, including property description, identification numbers,
acquisition date and cost, source, location, use, condition, and
disposition.
The County reserves the right to require Contractor to transfer
such property to another Homeless Services Program facility, or to
return the property to County, as determined by the County to be
appropriate.
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SPECIAL CONDITIONS Number 25-010
1. Insurance Requirements. Paragraph 19 (Insurance) subparagraph a.
(Liability Insurance) of the General Conditions is hereby modified to
read as follows:
"a. Liability Insurance. The Contractor shall provide
comprehensive liability insurance, including coverage for
owned and non-owned automobiles, with a minimum combined
single limit coverage of $1, 000, 000 for all damages, including
consequential damages, due to bodily injury, sickness or
disease, or death to any person or damage to or destruction of
property, including the loss of use thereof, arising from each
occurrence. Such insurance shall be endorsed to include the
County and its officers and employees as additional insureds
as to all services performed by Contractor-- under this
agreement. Said policies shall constitute primary insurance
as to the County, the State and Federal Governments, and their
officers, agents, and employees, so that other insurance
policies held by them or their self-insurance program(s) shall
not be required to contribute to any loss covered under the
Contractor's insurance policy or policies. "
2 . Insurance. During the term of this Contract and any extensions or
modifications thereof, as to the insurance policies required to be
provided by the Contractor under General Conditions Paragraph 19 .
(Insurance) , subparagraph a. (Liability Insurance) , Contractor shall
name County and its officers and employees, the Moran Family Trust,
William H. Moran, and Dorothy Moran, as additional insureds as to all
services performed by Contractor under this agreement.
3 . Indemnification. General Conditions Paragraph 18 . (Indemnification) is
hereby deleted and replaced with a new paragraph to read as follows:
1118 . Indemnification. Contractor shall defend, indemnify, save, and hold
harmless the County and its officers and employees, the Moran
Family Trust, William H. Moran, and Dorothy Moran, from any and all
claims, costs and liability for any damages, sickness, death, or
injury to person(s) or property, including without limitation all
consequential damages, from any cause whatsoever arising directly
or indirectly from or connected with the operations or services of
the Contractor or its agents, servants, employees or subcontractors
hereunder, save and except claims or litigation arising through the
sole negligence or sole willful misconduct of the County or its
officers or employees, the Moran Family Trust, William H. Moran,
and Dorothy Moran. Contractor will reimburse the County, the Moran
Family Trust, William H. Moran, and Dorothy Moran, for any
expenditures, including reasonable attorneys ' fees, the County, the
Moran Family Trust, William H. Moran, and Dorothy Moran may make by
reason of the matters that are the subject of this indemnification,
and if requested by the County, the Moran Family Trust, William H.
Moran, and Dorothy Moran, will defend any claims or litigation to
which this indemnification provision applies at the sole cost and
expense of the Contractor."
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Contractor County Dept.
SPECIAL CONDITIONS Number 25-010
4. Endorsements. Contractor shall not in its capacity as a contractor with
Contra Costa County publicly endorse or oppose the use of any particular
brand name or commercial product without the prior approval of the Board
of Supervisors. In its County contractor capacity, Contractor shall not
publicly attribute qualities or lack of qualities to a particular brand
name or commercial product in the absence of a well-established and
widely-accepted scientific basis for such claims or without the prior
approval of the Board of Supervisors. In its County contractor
capacity, Contractor shall not participate or appear in any
commercially-produced advertisements designed to promote a particular
brand name or commercial product, even if Contractor is not publicly
endorsing a product, as long as the Contractor's presence in the
advertisement can reasonably be interpreted as an endorsement of the
product by or on behalf of Contra Costa County. Notwithstanding the
foregoing, Contractor may express its == views on products-- to other
contractors, the Board of Supervisors, County officers, or others who
may be authorized by the Board of Supervisors or by law to receive such
views.
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EXHIBIT A
Number: 25-010
DATA COLLECTION AND REPORTING:
On a regular basis the following information is to be collected from each
individual entering the shelter:
1.
Name, ethnicity, age, income source and amount at entrance and exit, City of residence, birth
date, social security number, gender, veteran status, date shelter was entered, date of discharge
from shelter and reason.
This information is to be collected on a standardized form at each shelter site. The form will
include assigning a number to each individual entering the shelter. This individual number is to be
used each time the person enters the shelter during the current fiscal year. Assignment of
numbers will start over at the start of each new fiscal year.
2.
Each individual entering the shelter is to have a personal file card kept on file containing the
following information:
Name, shelter location, social security number, date of birth, an emergency contact name and
phone number, calculation by day and month of number of shelter days, discharge dates and
codes.
On a monthly basis the following information is to be summarized and reported to the County
Homeless Administrative Offices:
► New Intakes, reentries, and shelter discharges (by code).
► Shelter recipient demographics including: ethnicity, age, income source and amount at
entrance and exit, City of residence, gender, veteran status, and special needs-issues.
► A monthly bed count is to be reported that includes: shelter occupancy for each day of the
month, separating the number of male and female occupants. Also included the total
number of bed-nights and what the average occupancy rate was for the month.
4.
At the end of each quarter and the fiscal year a cumulative report containing the information from
93 is to be included in a report that also outlines: number of individuals served at each site,
program progress narrative with quantified contract goals, activities, staffing changes, and any
other pertinent information that will give the County an accurate picture of how your organization
is performing under the contract, any problems you have encountered and resolutions to the
problems.
EXHIBIT B
Number: 25-010
PERFORMANCE OBJECTIVES:
30 DAY EMERGENCY SHELTER PROGRAM
Process Objectives:
1. All individuals entering the shelter will be screened for shelter appropriateness, have an in-
depth need assessment completed and kept on file.
2. All persons entering the shelter will receive a copy of the shelter rules, including the
disqualification and appeals process, and will sign verifying their receipt.
3. All persons in the emergency shelter program (30 days stay), who elect to move into the
90 Day Case Managed Program, will receive a minimum of one hour of case management
services during the third and fourth weeks of their shelter stay.*
4. All persons in the emergency shelter program (30 days stay), who will not be participating
in the 90 Day Case Managed Program will receive a minimum of two hours of housing
assistance.*
5. All persons entering the Shelter will have a basic physical health assessment by the Health
Care for the Homeless Team within the first three weeks of entering the shelter.
6. All persons entering the shelter will provide photo identification and verification of
residence within the first 72 hours.
7. All persons leaving the shelter will receive the Homeless Resource list as part of the
planned exit and at least one week prior to their exit date.
Outcome Objectives: _
1. 100% of persons in the emergency shelter program will decide to enter the structured
program or leave the shelter at the end of 30 days.
2. 75% of all discharges will be planned.
3. 100% of all persons, who are in the shelter at least 10 days, will have a TB clearance.
4. 100% of all persons in the shelter, who remain more than 10 days, will receive housing
and supportive services information.
5. 50% of all persons in the shelter without an income source will identify or apply for some
source of income or assistance within the first 20 days.
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6. 100% of persons upon assessment will be assigned a counselor to monitor and assist them
during the 30-day stay.
90 DAY CASE MANAGED PROGRAM
Process Objectives:
1. All persons in the 90 Day Program will receive a minimum of one hour of one to one case
management services per week.'
2. All persons in the 90 Day Program will receive a minimum of 40 hours of assistance in
obtaining housing.*
3. All persons in the 90 Day Program will participate in some vocational or public benefits
assessment.
4. All persons in the 90 Day Program will have a weekly case action plan on file that has
been signed by the Case Manager and the individual.
5. AlI persons in the 90 Day Program who have a Case Manager through another agency
will have participated in at least one inter-agency case management meeting.
Outcome Objectives:
1. 95% of persons who enter the 90 Day Program without an income, will have an income
within the first 60 days of the program.
2. 85% of persons will receive payee services or attend a budget/money management class
within 60 days.
3. 951/o of persons will attend a housing resource workshop within 60 days.
4. 801/o of persons will have identified housing within 75 days.
5. 50% of all UBI and GA recipients will have completed a vocational assessment,job
readiness training, and be working with a vocational counselor within 60 days. Within 90
days 75% will have completed a vocational assessment,job readiness training, and be
working with a vocational counselor.
6. 90% of participants who are able to work will be employed at least half time and have a
regular source of income when they est the program.
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7. 85% of participants with special needs or self identified disabilities,who are not currently
involved with a service provider, will be referred to the Health Care for the Homeless
Team for a screening and assessment of their needs within 30 days.
8. 90%of participants will have a planned exit. Of these, 100°/a of these will have an exit
interview.
*To be documented as units of service in 15 minute increments.
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Contra Costa County Standard Form 1/87
GENERAL CONDITIONS
(Purchase of Services)
1. Compliance with Law. Contractor shall be subject to and comply with all Federal, State and local
laws and regulations applicable with respect to its performance under this Contract, including but not
limited to, licensing, employment and purchasing practices; and wages, hours and conditions of
employment, including nondiscrimination.
2. Inspection. Contractor's performance, place of business and records pertaining to this Contract
are subject to monitoring, inspection, review and audit by authorized representatives of the County, the
State of California, and the United States Government.
3. Records. Contractor shall keep and make available for inspection and copying by authorized
representatives of the County, the State of California, and the United States Government, the
Contractor's regular business records and such additional records pertaining to this Contract as may be
required by the County.
a. Retention of Records. The Contractor shall retain all documents pertaining to this Contract
for five years from the date of submission of Contractor's final payment demand or final Cost Report;
for any further period that is required by law; and until all Federal/State audits are complete and
exceptions resolved for this contract's funding period. Upon request, Contractor shall make these records
available to authorized representatives of the County, the State of California, and the United States
Government.
b. Access to Books and Records of Contractor. Subcontractor. Pursuant to Section 1861(v)(1)
of the Social Security Act, and any regulations promulgated thereunder, Contractor shall, upon written
request and until the expiration of four years after the furnishing of services pursuant to this Contract,
make available to the Secretary of Health and Human Services or to the Comptroller General, or any of
their duly authorized representatives, this Contract and books, documents, and records of Contractor
that are necessary to certify the nature and extent of all costs and charges hereunder.
Further, if Contractor carries out any of the duties of this Contract through a subcontract with a value
or cost of $10,000 or more over a twelve-month period, such subcontract shall contain a clause to the
effect that upon written request and until the expiration of four years after the furnishing of services
pursuant to such subcontract, the subcontractor shall make available, to the County, to the Secretary or
to the Comptroller General, or any of their duly authorized representatives, the subcontract and books,
documents, and records of the subcontractor that are necessary to verify the nature and extent of all costs
and charges thereunder.
This special condition is in addition to any and all other terms regarding the maintenance or retention
of records under this Contract and is binding on the heirs, successors, assigns and representatives of
Contractor.
4. Reporting Reguirements. Pursuant to Government Code Section 7550, Contractor shall include
in all documents or written reports completed and submitted to County in accordance with this Contract,
a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to
the preparation of each such document or written report. This section shall apply only if the payment
limit under this Contract exceeds $5,000.
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Contra Costa County Standard Form 1/87
GENERAL CONDITIONS
(Purchase of Services)
5. Termination.
a. Written Notice. This Contract may be terminated by either party, at their sole discretion,
upon thirty-day advance written notice thereof to the other, and may be cancelled immediately by written
mutual consent.
b. Failure to Perform. The County, upon written notice to Contractor, may immediately
terminate this Contract should the Contractor fail to perform properly any of its obligations hereunder.
In the event of such termination, the County may proceed with the work in any reasonable manner it
chooses. The cost to the County of completing Contractor's performance shall be deducted from any sum
due the Contractor under this Contract, without prejudice to the County's rights otherwise to recover
its damages.
C. Cessation of Funding. Notwithstanding Paragraph 5.a. above, in the event that Federal,
State, or other non-County funding for this Contract ceases, this Contract is terminated without notice.
6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties.
Except as expressly provided herein, no other understanding, oral or otherwise, regarding the subject
matter of this Contract shall be deemed to exist or to bind any of the parties hereto.
7. Further Specifications for Operatuig Procedures. Detailed specifications of operating procedures
and budgets required by this Contract, including but not limited to, monitoring, evaluating, auditing,
billing, or regulatory changes, may be developed and set forth in a written Informal Agreement between
the Contractor and the County. Such Informal Agreements shall be designated as such and shall not be
amendments to this Contract except to the extent that they further detail or clarify that which is already
required hereunder. Such Informal Agreements may not enlarge in any manner the scope of this
Contract, including any sums of money to be paid the Contractor as provided herein. Informal
Agreements may be approved and signed by the head of the County Department for which this Contract
is made or his designee.
S. Modifications and Amendments.
a. General Amendments. This Contract may be modified or amended by a written document
executed by the Contractor and the Contra Costa County Board of Supervisors or, after Board approval,
by its designee, subject to any required State or Federal approval.
b. Administrative Amendments. Subject to the Payment Limit, the Payment Provisions and
the Service Plan may be amended by a written administrative amendment executed by the Contractor and
the County Administrator or his designee, subject to any required State or Federal approval, provided
that such administrative amendments may not materially change the Payment Provisions or the Service
Plan.
9. Dis Utes. Disagreements between the County and Contractor concerning the meaning,
requirements, or performance of this Contract shall be subject to final determination in writing by the
head of the County Department for which this Contract is made or his designee or in accordance with
the applicable procedures (if any) required by the State or Federal Government.
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Contra Costa County Standard Form 1/87
GENERAL CONDITIONS
(Purchase of Services)
10. Choice of Law and Personal Jurisdiction.
a. This Contract is made in Contra Costa County and shall be governed and construed in
accordance with the laws of the State of California.
b. Any action relating to this Contract shall be instituted and prosecuted in the courts of
Contra Costa County, State of California.
11. Conformance with Federal and State Regulations and Laws. Should Federal or State regulations
or laws touching upon the subject of this Contract be adopted or revised during the term hereof, this
Contract shall be deemed amended to assure conformance with such Federal or State requirements.
12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections
or approvals, or statements by any officer, agent or employee of the County indicating the Contractor's
performance or any part thereof complies with the requirements of this Contract, or acceptance of the
whole or any part of said performance, or payments therefor, or any combination of these acts, shall not
relieve the Contractor's obligation to fulfill this Contract as prescribed; nor shall the County be thereby
estopped from bringing any action for damages or enforcement arising from any failure to comply with
any of the terms and conditions of this Contract.
13. Subcontract and ent. This Contract binds the heirs, successors, assigns and
representatives of Contractor. The Contractor shall not enter into subcontracts for any work
contemplated under this Contract and shall not assign this Contract or monies due or to become due,
without the prior written consent of the County Administrator or his designee, subject to any required
State or Federal approval.
14. Independent Contractor Status. This Contract is by and between two independent contractors and
is not intended to and shall not be construed to create the relationship between the parties of agent,
servant, employee, partnership, joint venture or association.
15. Conflicts of Interest. Contractor, its officers, partners, associates, agents, and employees, shall
not make, participate in making, or in any way attempt to use the position afforded them by this
Contract to influence any governmental decision in which he or she knows or has reason to know that
he or she has a financial interest under California Government Code Sections 87100, et seq., or otherwise.
16. Confidentiality. Contractor agrees to comply and to require its officers, partners, associates,
agents and employees to comply with all applicable State or Federal statutes or regulations respecting
confidentiality, including but not limited to, the identity of persons served under this Contract, their
records, or services provided them, and assures that:
a. All applications and records concerning any individual made or kept by Contractor or any
public officer or agency in connection with the administration of or relating to services provided under
this Contract will be confidential, and will not be open to examination for any purpose not directly
connected with the administration of such service.
3
Contra Costa County Standard Form 1/87
GENERAL CONDITIONS
(Purchase of Services)
b. No person will publish or disclose or permit or cause to be published or disclosed, any list
of persons receiving services, except as may be required in the administration of such service. Contractor
agrees to inform all employees, agents and partners of the above provisions, and that any person
knowingly and intentionally disclosing such information other than as authorized by law may be guilty
of a misdemeanor.
17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract
shall be available to all qualified persons regardless of age, sex, race, religion, color, national origin, or
ethnic background, or handicap, and that none shall be used, in whole or in part, for religious worship
or instruction.
18. Indemnification. The Contractor shall defend, indemnify, save, and hold harmless the County and
its officers and employees from any and all claims, costs and liability for any damages, sickness, death,
or injury to person(s) or property, including without limitation all consequential damages, from any cause
whatsoever arising directly or indirectly from or connected with the operations or services of the
Contractor or its agents, servants, employees or subcontractors hereunder, save and except claims or
litigation arising through the sole negligence or sole willful misconduct of the County or its officers or
employees. Contractor will reimburse the County for any expenditures, including reasonable attorneys'
fees, the County may make by reason of the matters that are the subject of this indemnification, and if
requested by the County will defend any claims or litigation to which this indemnification provision
applies at the sole cost and expense of the Contractor.
19. Insurance. During the entire term of this Contract and any extension or modification thereof, the
Contractor shall keep in effect insurance policies meeting the following insurance requirements unless
otherwise expressed in the Special Conditions:
a. Liability Insurance. The Contractor shall provide comprehensive liability insurance,
including coverage for owned and non-owned automobiles, with a minimum combined single limit
coverage of$500,000 for all damages, including consequential damages, due to bodily injury, sickness or
disease, or death to any person or damage to or destruction of property, including the loss of use thereof,
arising from each occurrence. Such insurance shall be endorsed to include the County and its officers
and employees as additional insureds as to all services performed by Contractor under this agreement.
Said policies shall constitute primary insurance as to the County, the State and Federal Governments,
and their officers, agents, and employees, so that other insurance policies held by them or their self-
insurance program(s) shall not be required to contribute to any loss covered under the Contractor's
insurance policy or policies.
b. Workers' Compensation. The Contractor shall provide workers' compensation insurance
coverage for its employees.
C. Certificate of Insurance. The Contractor shall provide the County with (a) certificate(s)
of insurance evidencing liability and worker's compensation insurance as required herein no later than
the effective date of this Contract. If the Contractor should renew the insurance policy(ies) or acquire
either a new insurance policy(ies) or amend the coverage afforded through an endorsement to the policy
at any time during the term of this Contract, then Contractor shall provide (a) current certificate(s) of
insurance.
4
Contra Costa County Standard Form 1/87
• GENERAL CONDITIONS
(Purchase of Services)
d. Additional Insurance Provisions. The insurance policies provided by the Contractor shall
include a provision for thirty (30) days written notice to County before cancellation or material changes
of the above specified coverage.
20. Notices. All notices provided for by this Contract shall be in writing and may be delivered by
deposit in the United States mail, postage prepaid. Notices to the County shall be addressed to the head
of the County Department for which this Contract is made. Notices to the Contractor shall be
addressed to the Contractor's address designated herein. The effective date of notice shall be the date
of deposit in the mails or of other delivery, except that the effective date of notice to the County shall be
the date of receipt by the head of the County Department for which this Contract is made.
21. Primacy of General Conditions. Except for Special Conditions which expressly supersede General
Conditions, the Special Conditions (if any) and Service Plan do not limit any term of the General
Conditions.
22. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or
understanding that the services provided by Contractor under this Contract will be purchased by County
under a new contract following expiration of termination of this Contract, and waives all rights or claims
to notice or hearing respecting any failure to continue purchase of all or any such services from
Contractor.
23. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or
right to the possession of land or improvements, but does not vest ownership of the land or improvements
in the same person, or if this Contract results in the placement of taxable improvements on tax exempt
land (Revenue & Taxation Code Section 107), such interest or improvements may represent a possessory
interest subject to property tax, and Contractor may be subject to the payment of property taxes levied
on such interest. Contractor agrees that this provision complies with the notice requirements of Revenue
& Taxation Code Section 107.6, and waives all rights to further notice or to damages under that or any
comparable statute.
24. No Third-Party Beneficiaries. Notwithstanding mutual recognition that services under this
Contract may provide some aid or assistance to members of the County's population, it is not the
intention of either the County or Contractor that such individuals occupy the position of intended third-
party beneficiaries of the obligations assumed by either party to this Contract.
25. Copyrights and Rights in Data. Contractor shall not publish or transfer any materials produced
or resulting from activities supported by this agreement without the express written consent of the County
Administrator. If any material is subject to copyright, the County reserves the right to copyright such
and the Contractor agrees not to copyright such material. If the material is copyrighted, the County
reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, and use such
materials, in whole or in part, and to authorize others to do so.
5
n
s
SIDER WITH
Council of C.!nloo Co,ta County Viwrewt fre Q001111foCiety
MTM WN tqI o [fir./VI
FCLERK
ECEIVEDUN 1 31997June 13, 1997
ARD OF SUPERVISORS
Dear Supervisor:
CONTRA COSTA CO.
As a citi7en of Walnut Creek, member of St. Mary's St.Vincent de Paul Conference and
President of the Board of the Diocesan Council representing all of the St.Vincent de Paul
Churches and volunteers in Alameda and Contra Costa County T am writing to ask you to
vote NO on the recommendation to award the eniergency shelter contract to Center Point,
a Marin County Agency.
Shelter Inc. and St.Vincent de Paul, both Contra Costa County based agencies, with the
ability, expertise and desire to operate this program, were rejected in favor of going out of
the County. I urge you to read all three proposals and review the budgets from each, and
then justify a "yes" vote on Tuesday,
If you truly want this Shelter to become a community program I can't think of a better
way than through the churches. if this contract is awarded to an agency outside of the
County we will reconunend that our volunteers and church members withdraw their
support of this program and channel their financial resources into other programs.
Thank you for your time,
Sincerely,
t V
F.d Regan
President
t�
M
2 tD Dn✓o. Ritts hurU. CA 94565 Telephorne {510)430 5060 Fax(510)4.3 x-71.6:�
TUE 9 : 2 !5 HDK ASSOCIATES P - OZ
RECE Fn
jM 17W7
ECLERKS ZRD OF SUPERVISORS:
SHELTER COMPARISON CONTRA COSTA CQ.-
SHELTERINC ST. VINCENT.de CENTER POINT
PAUL
EXPER4,N-CE: 1988 - 19,96 1987- 1988 No einergency
ihelte[ev
sHence
OUTCOMES
WITH 90-DAY
PROGRAM-
J`Crcent of clients
who:
More into 25%
transitional
Housing 50% obtain
housing/not
Mo%,e into 50% 20% defineo by type of
permanent housing housing
Move into 25% 40%
supportive housing
Increase income 70% 55% 50%
Enter recovery 40%
program
Maintain recovery 65%
Enter employment 75%
training program
Receive Assosment 100% only "special
clients"
Increase
life/vocatiodal skills - 75%
MATCH $105,934 Shelter 1 $284,564 22,240
MATCH
=$ 67,664 IS 47
_,505 67,840
JUN - 17 - 97 TUE 9- : 2s HLK: ASSOCIATES P . 0 .4
ti
t
PATD STAFFING PATTERN COMPARISON
SHELTER TNTC S'T. WNCENT de yCENTER POINT
PAUL
Shelter Director 1 FTE 1 FTE 50%
Supervisor _ _ 2 FTE 0 0
Counselor I 2 FTE 4 75%FTE _ 6 FTE
Counselor U 12.8 FTE 8 FTE 12 FTE
Case Manager 2 FTE 2.5 FTE 2 FTE?
Housing i FTE 1 FTE - -- I FTE
Coordinator
Driver � 0 1 FTE 0
Volunteer 1 FTE 1 FTE 0
Coordinator __�