HomeMy WebLinkAboutMINUTES - 05082001 - HA.1 � 1
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Robert McEwan, Executive Director
DATE: MAY 8, 2001
SUBJECT: APPROVE CONTRACT WITH RUBI.CON PROGRAMS, INC.
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Executive Director of the Housing Authority to execute a contract,
on behalf of the Housing Authority with Rubicon Programs, Inc., to provide life skills/job readiness,
employment placement and case management for 100 Public Housing Residents at three Housing
Authority Developments for up to $163;871 for the period May 1, 2001 through April 30, 2003.
II. FINANCIAL IMPACT:
Funds for this contract are budgeted under the Authority's Economic Development Supportive
Services Grant (EDSS) and Resident Opportunity Supportive Services Grant (ROSS) Program
provided by HUD. No County General Funds are required. Rubicon has programs that are proven
to be effective in facilitating economic uplift to the disadvantaged.
III. REASONS FOR RECOMMENDATION/BACKGROUND
The Housing Authority supports the need to provide families that line in Public Housing with better
access to educational and employment opportunities to achieve self-sufficiency and
independence. These are allowable costs under the Federal Housing and Urban Development
Department guidelines.
IV. CONSEQUENCES OF NEGATIVE ACTION:
An opportunity to provide life skills/job readiness, employment placement and case management
for public housing residents that lead to self-sufficiency would be lost. Further, the Housing
Authority would be out of compliance with its EDSS and ROSS program agreements with HUD.
CONTINUED ON ATTACHMENT: YES SIGNATURE
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD
COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON May 8, 2001 APPROVED AS RECOMMENDED XX OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY "THAT THIS 1S A
XXUNANIMOUS (ABSENT TV ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON TI-IE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
COMMISSIONERS ON THE DATE SHOWN.
ATTESTED M��, 26C)1
JOHN SWEETEN,CLERK OF
THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
BY - )UTY
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SHORT FORM SERVICE CONTRACT
1. Contract Identification:
Subject:
2. Parties:
The Housing Authority of the County of Contra Costa, California(Authority) and the
following named Contractor mutually agree and promise as follows:
CONTRACTOR: RUBICON PROGRAMS, INC.
CONTRACTOR'S TAXPAYER ID:
CONTRACTOR'S CAPACITY:
CONTRACTOR'S ADDRESS: 2500 Bissell Avenue
Richmond, CA 94804
3. Term: The effective date of this Contract is from May 1, 2001 to
April 30, 2003, and it terminates upon satisfactory completion of scope of work unless otherwise
terminated as provided herein.
4. Termination: Each party may terminate this Agreement at any time by
giving written notice to the other party of such termination, and specifying the effective date thereof at least
thirty (30) days before the effective date of such termination.
5. Payment Limit: Authority's total payments to Contractor under this Contract
shall not exceed $163,871.00 unless authorized by Authority in writing by a Supplemental Authorization.
6. Authority's Obligations: In consideration of Contractor's provision of services as
described below, and subject to the payment limit expressed herein, Authority shall pay Contractor, upon
Contractor's submission of a properly documented demand for payment which shall be submitted not later
than 30 days from the end of the month in which the contract services were rendered, and upon approval of
such demand by the Executive Director of the Authority or his designee, as follows:
(Check one alternative only)
❑ a. Flat Rate:
❑ b. Payment in full after approval by the Executive Director.
®
C. As set forth in the attached Payment Provisions.
7. Contractor's Obligations: Contractor shall be responsible for providing the services
required to accomplish the following objectives:
• Provide outreach/recruitment(directly or indirectly) at specified development(s).
• Make a basic skills assessment (life and job skills needs) of each client within the first thirty (30) days
of their recruitment.
• Within the same initial thirty (30) days, the case manager and the participant will evaluate their
individual assessment and design an individual service plan that is integrated into the CALWORKS
system.
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Housing Authority of the SHORT FORM SERVICE CONTRACT Number
'County of Contra Costa
Page 2 of 5
• The training will be performed on four(4) mornings a week: Monday through Thursday, from
9:00 a. in. to 12:00 noon, as outlined in Appendix A.
• The readiness classes will be conducted at the Bayo Vista, Las Deltas developments and one other site
to be named later.
• The training will be an expanded version of the "Keys to Success" model tied to the Contractor's
existing workshops and resources.
• In addition, the Contractor will provide the residents with field trips to the County's One Stop Career
Center.
• The Contractor is expected to participate with training and program evaluation.
• The Contractor will provide the participants case management for up to two (2) years.
• The Contractor will work with the CALWORKS social workers and the other providers to facilitate the
participant.
• The Contractor will deliver services for recruitment, readiness training and case management as detailed
in the Scope of Services and Appendix A.
8. Author 's Obligations: None
9. Comlliance 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.
10. 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.
11. 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.
12. Disputes: Disagreements between the Authority and Contractor
concerning the meaning, requirements, or performance of this Contract shall be subject to final
determination in writing by the Executive Director of the Authority, or his designee, or in accordance with
the applicable procedures (if any) required by the State or Federal Government.
13. 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 service
pursuant to this Contract, make available to the Secretary of Health and Human Services, the Comptroller
General, the Authority, 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 Secretary, the Comptroller
General, the Authority, 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 hereunder. 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.
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Housing Authority of the SHORT FORM SERVICE CONTRACT Number
'County of Contra Costa
Page 3 of 5
14. Reporting_Requirements: Pursuant to Government Code Section 7550, Contractor shall
include in all documents or written reports completed and submitted to Authority 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 $5,000.00. The Contractor shall provide to the Authority all records that
are pertinent to the activities to be funded under this Agreement. Such records include, but are not limited
to; (a) records providing a full description of each activity undertaken; (b) records demonstrating that the
activity meets one of the performance objectives stated in Appendix A.
15. Indemnification: The Contractor shall defend, indemnify, save, and hold
harmless the Authority and its officers and employees from any and all claims, costs and liability for any
damages, sickness, death, or injury to persons(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 sub-contractors hereunder, save and except
claims or litigation arising through the sole negligence or sole willful misconduct of the Authority or its
officers or employees. Contractor will reimburse the Authority for any expenditures, including reasonable
attorney's fees, the Authority may make by reason of the matters that are the subject of this indemnification,
and if requested by the Authority 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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Housing Authority of the SHORT FORM SERVICE CONTRACT Number
County of Contra Costa
Page 4 of 5
16. Signatures: These signatures attest the parties' agreement hereto:
Contractor Signature "A"
HOUSING AUTHORITY
OF THE RUBICON PROGRAMS, INC
COUNTY OF CONTRA COSTA
Robert McEwan Richard Au ry
Executive Director President And Executive Director
Date Contractor Signature "B"
Signature
rte
Date
(Form approved by County Counsel)
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 Section 1190.1 and Corporation Code Section 313).
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Housing Authority of the SHORT FORM SERVICE CONTRACT Number
County of Contra Costa
Page 5 of 5
Payment Provisions
1. The Agency shall make funds available under this Agreement based upon submitted invoices and
consistent with approved budget. The installment payments to be made with submitted invoice
showing services rendered eligible costs as detailed in the Scope of Services, attached appendices,
and according to line items assigned.
2. Invoices shall be directed by Contractor to Authority, addressed as follows:
Robert M`Ewan, Executive Director
Housing Authority of the County of Contra Costa
P.O. Box 2759
Martinez, CA 94553
3. Invoices shall itemize and describe services rendered and the number of hours used to perform these
services, and shall include the date the hours of service were performed.
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APPENDIX A
Project Employ-Rubicon Employment Services Description
Rubicon Programs recognizes the importance of engaging participants as soon as possible in
order to encourage their active participation in program activities and to ensure accurate intake
and assessment information, as well as feedback on participant progress. Rubicon participants
typically have unstable lives that include homelessness,recent incarceration, and serious financial
need.
Presently,participants receive coordinated care,working with a case manager on personal
stabilization issues, and with a career development specialist to develop initial and long-term
employment plans. Developing an employment plan provides the opportunity for program
participants to understand what they can learn doing a job,what recognition they can receive for
superior performance, and how the job can be integrated with education and/or training to prepare
for future jobs, and opportunities for job advancement.
Our current retention services includes frequent contact with both the employer and the employee
participant during the initial phase of employment,and providing assistance when another job is
needed, regardless of the reason from 12 to 24 months. Key benchmarks in participants' progress
are identified and employment plans incorporate revisions and strategies to build skills and
improve the ability to qualify for more desirable work. With longer-term relationships, staff not
only rely on Rubicon's integrated service delivery system,but also make use of other community
resources for referrals for mental health-related, domestic violence-related, drug/alcohol-related,
and other specialized services for people that are working.Development of smooth linkages with
these programs, and ensuring that clients receive priority for services,is critical.
Rubicon Employment Services will offer multiple opportunities for trainees to learn and
demonstrate skills that are in demand with local industries, prior to being placed in unsubsidized
employment. Skills training and work-based learning opportunities will fust address generic
skills such as pre-employment/work maturity skills,and secondly reinforce industry specific
skills training needs.
A number of industries in our local area face a shortage of skilled workers. Because this shortage
is often industry wide, working with these industries to create entry level opportunities combined
with intensive skill training supports the needs of these industries as well as providing a process
for better wages and career advancement for program participants.
Rubicon's partner employers and innovative skills training providers will make available an
industry led strategy for skills development, reinforcing the skills that will support successful
transition into employment, provide a framework for sustaining employment, and support career
progression. Combined with this skills based approach, we will also focus on the engagement
and support of participants throughout the service process, linking skills training with a holistic
approach to their needs over an extended period for meaningful and sustainable employment and
career progression.
Rubicon's employment staff will work with each individual on a customized plan that
incorporates their interests, skills and goals as well as local demand to fill various occupations.
Staff will link participants with local employers whom they have a relationship with and draw on
their knowledge of local industries. Their goal will be to place participants in jobs that are a good
fit, provide sustainable wages and an opportunity for career growth. Our retention efforts will
include continuing to improve our knowledge and networks with employers and industry needs
and solicit feedback from participants, employers, and partner agencies on how we can improve
our services. Our experience has found that employers find benefit and value from partnering
with Rubicon.They receive assistance with their staffing needs,provide feedback on the types of
skills their employees need to have and get quick responses if any problems occur.
Key to improving participants' "fit" with a job will be changing the pattern many long-term
unemployed job seekers have of accepting the first job that is offered, regardless of whether it fits
with their stated goals or interests. Participants will be encouraged to consider job interests,
marketable work skills, and training options as part of their career decision. The strategy of
developing many employment options will be utilized. This will assist employment staff and the
job seeker to intensify the job search and interview processes in order to increase the number of
possible job offers.This process and related strategies will afford the opportunity to give the
participant a choice of which job to accept.
Employment partners committed to providing opportunities in the transportation, financial
services, hospitality,property maintenance, building trades, and telecommunications industries
will supply the saturation of jobs supporting this effort. These industries and employers were
identified and selected due to their strong commitment to promoting from within their companies,
and typically providing job progression opportunities after six months to a year of successful
employment. While their entry wages average around eight to ten dollars per hour, their next level
employment opportunities range from ten to fifteen dollars per hour. Employers were and will
continue to be encouraged to implement deliberate career path options for new employees,
thereby increasing retention and motivation for good work performance.
Rubicon's collaboration with our local Workforce Investment Area One Stop Career Center will
provide for participants additional employment and training opportunities supporting the
saturation effort.
Participants will be prepared for these career opportunities through:
Employment Preparation. Job Readinessisoft skills training will be provided using the highly respected
"Keys to Success"curriculum. This training will be provided during an intensive two week period, with
the third week involving supervised active job search, or interviewing for paid training or work
experience assignments.
Customized Paid Work Experience: Work experience is developed to meet individual
participant's employment goals. Participants gradually increase their work experience hours from
8-10 hours a week up to 32 hours. Many employers in this category have already agreed to hire
our participants at the completion of their hours.
Paid Work Experience in a Rubicon business: This is up to 25 hours a week of paid work
experience and on-the-job training in 4 areas: Bakery, Maintenance/Janitorial, Landscaping, and
Painting.
Job Search and Job Placement: Participants will actively job search while in work experience.
They will have access to the Rubicon Career Center in Richmond, OPEN Employment Services
in North Richmond, and other Rubicon sites throughout Contra Costa County, as well as job leads
developed by Rubicon Employment Services staff.
Intensive Case Management. Rubicon case managers work closely with each participant to
monitor and track attendance and identify barriers as they arise. Caseloads average 30-35
participants in order to provide on-going support and crisis intervention as needed.
Peer SuppordRelapse Prevention: Peer support group sessions will include anger management,
conflict resolution, life skills, relapse prevention and work-related issues. As participants
progress,The development of peer support and mentors assists participants in the process of self-
sufficiency, recognizing the abilities and resourcefulness of program participants and developing
self-confidence through coaching and facilitation.
Specific Service Plan
Rubicon is prepared to provide services at the three sites identified in the project. As mentioned
in our prior meeting, we currently provide services to the North Richmond Community through
our program, Project OPEN, and have a history of providing services to the housing development
in North Richmond. We are also ready to begin providing services at the Rodeo site and when
given notice, the East Contra Costa County site. Therefore we are ready to begin services at the
Rodeo site and North Richmond concurrently, and to add the East County site when given notice
to proceed.
In reviewing our current capacity to provide services,we are suggesting providing .5FTE
intensive employment retention support at each site, with current Rubicon employment staff
providing support for job development services. The staffing plan would therefore be the
following:
• First year, 1.5 FTE(.5 per site).for an employment case manager, and(career development
specialist or employment specialist for job development services would be in-kind)
• Second year 1.5 FTE(.5 per site)for an employment case manager, and(career development
specialist or employment specialist for job development services would be in-kind)
Please refer to the accompanying amended budget reflecting this service plan.
Specific Outcomes to Be Achieved
The goal of the project is to provide job readiness, case management, and post-
employment/retention support, and upgrade skills of a total of 100 Housing Development residents
including post-employment/retention support. Anticipated program outcomes include:
• 100 participants will complete readiness/skills training, of which:
• 90 participants will be placed in employment paying$8.00 or more per hour
• 80 participants will retain employment for 6 months
• 75 participants will retain employment for at least 12 months(or move into subsequent
employment paying at least $10.00 per hour)
0 70 participants will retain employment for at least 18 months
RUBICON PROGRAMS INC.
Fund 1 Fund 2
Contract Name Project Employ Project Employ
Renewal/Pending
Dept/Fund Number
Funding Period Start Date 01-May-01 01-May-02
Funding Period End Date 30-Apr-02 30-Apr-03 Totals
Revenues
Contract Amount 81,835 82,036 163-1871'
Personnel Expenses ": 0
Salaries&Wages
55250 55 388: :::.::::::110,638
Payroll Taxes&BenefitsA-L603 -11163V 23234
personnel 66BS3 67019 133-871
Operating Expenses
Occupancy -: =0.
764:":Rent... AllOca ,. .:<:p;
:::784-:UMities:;Allwated:: ::: ::: ::: a:::::::::::: : .:..;.::.0:
784 Utilities-Direct
:792:Water:::XUlocated:.:.. 0:
776:i'ele hone=:Allocate:::•:::::::::":":"0: :":•::::::::::�::p: :..:..: ..::::: �:.0;.
776 Telephone-Direct 100 100 .. 200::
778 Cellular 250 250 A500
.... :.":0;.
:::768:Re'air niairrt;91d 0: :::: 0: s: :: : 0:
0::::::::::.:::::0 p:
724:GrouridsMaint=Alf:. . 0:: ::::::::::::I2 ;.:+`:.:-:'..jk0.
::712: Cleinin :su lies x: :::::0:: 0: ;•?:=: =:0
::744:Janitorial seNice=Allo 0:: ::: :0
O:
:::::840::Office su lies: <-"p:
840 Office supplies-Dir 100 100 200=
::89 ::Posta e=AHaeatlon::.............. .............:.. ::
.. ....................... ..
:858:Pr ramsu Iies-All ::::0.:
:::::::::::: •:::::::::::::::0: ;:::'<: :.:.; ;-'0:.
858 Program supplies-Dir ct 0
::720:Garba a:_.AH=t.e.d:.....:....:......:0 ......:........0.. :.p..
842 Participant support - =::0'
838 Mileage 720 720 1440::
916 Amortization ex ens 0 ":.............0:< :... 0:
940 Depreciation alloca :::::: :: 0 0 :0:
operatOg ex ense total 1;170: 1170: 2,340:
Administration Expenses 0
Indirect Expenses 13,813 13,847 .2716S9.
Tota/Expenses : 81835 82 036: 163 87.1
Surplus/Deficit 0 0': 0 .
project employ budget 4/17/01