AMENDMENT NO. 1 TO CONTRACT NO. C23184669A
BETWEEN THE CITY OF PALO ALTO AND
LIFEMOVES
This Amendment No. 1 (this “Amendment”) to Contract No. C23184669A (the “Contract” as defined below) is entered into as of May 28, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and LIFEMOVES, a California non-profit corporation, located at 2550 Great America Way, Suite 201, Santa Clara, CA 95054 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of a range of services to meet and engage unhoused individuals where they are, including outreach services, welfare checks, , services assessments for local and county wide serve and service coordination, in connection with the Project (the “Services”, as detailed more fully in Exhibit A).
B. The Parties now wish to amend the Contract in order to extend the term from June 30, 2025, through June 30, 2 027. The Parties also wish to amend the scope of services and increase the contract value by Five Hundred Twelve Thousand, Three Hundred Seventy-Seven Dollars ($512,377) for Fiscal Years 26 (starting July 1, 2025) & 27 (starting July 1, 2026) , to a new total not- to-exceed compensation amount of Nine Hundred Seventy-Two Thousand Three Hundred Seventy-Seven Dollars ($972,377), as detailed therein.
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NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean C ontract No. C23184669A between CONSULTANT and CITY, dated June 19, 2023.
b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through June 30, 2027, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
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Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows:
The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Nine Hundred Seventy-Two Thousand Three Hundred Seventy-Seven Dollars ($972,377). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/ are hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “ SCOPE OF SERVICES FY2026 -2027, AMENDMENT NO. 1” , AMENDED, REPLACES PREVIOUS.
b. Exhibit “ C” entitled “ COMPENSATION, AMENDMENT NO. 1 ”, AMENDED, REPLACES PREVIOUS.
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
LIFEMOVES
Officer 1
By:
Name:
Title:
Attachments:
EXHIBIT A: SCOPE OF SERVICES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) EXHIBIT C: COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 Aubrey Merriman, Chief Executive Officer
AUBREY MERRIMAN
EXHIBIT “A”
SCOPE OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
Through the City of Palo Alto Homeless Outreach Services program, the City seeks to support, expand, and enhance existing City of Palo Alto (“Palo Alto” or “City”) homeless outreach efforts with additional tools and innovative strategies to effectively engage with unsheltered individuals in Palo Alto.
The Palo Alto Homeless Outreach Services team will be staffed by two full -time outreach workers who are dedicated to this program. The outreach workers will be engaging with unsheltered Palo Alto residents 40 hours per week, with a regular work schedule to be determined after assessing the optimal window of time to meet with those unhoused local residents. LifeMoves will provide additional staff support should a member of the Palo Alto Homeless Outreach Services team be absent for a significant length of time. A Homeless Outreach Team (HOT) director will supervise the outreach workers and coordinate outreach efforts in Palo Alto.
Scope of Work/Tasks
Consultant will:
Provide Supervision:
Assign a Palo Alto Outreach director (0.1 FTE) to ensure the delivery of high-quality services and provide oversight for the two outreach workers assigned to this program.
Provide Outreach Services:
Hire or assign at least two (2.0 FTE) outreach workers to the Palo Alto Homeless Outreach Team (PA HOT).
At least one outreach worker will be bilingual, with an ability to speak Spanish and English.
For those who are unsheltered, LifeMoves outreach workers will:
• Provide customized outreach and engagement services in the field, building upon current best practices and protocols used by the LifeMoves Palo Alto Outreach program within the County of San Mateo and other LifeMoves outreach programs;
o Street Outreach - Proactively seek out and develop relationships through repeated contacts with unhoused individuals throughout the community, while maintaining a regular presence within the community. The outreach workers will seek to engage with local, unsheltered individuals living on the streets, in areas not meant for human habitation or in vehicles (personal and recreational vehicles).
o Frequent locations that include Palo Alto retail settings, public transportation hubs, civic facilities, public parking garages and lots, isolated spaces, parks and spaces open to the public for recreation and reflection, areas where vehicularly housed individuals gather, and other locales that are not meant for human habitation. Outreach is conducted primarily in the field where clients live and spend time;
o Connect individuals to healthcare, transportation services, or services addressing other basic needs;
o Offer supplies or other items to assist clients with basic needs and build trust; o Connect individuals to the Coordinated Assessment System (CAS) and assist them in completing VI- SPDAT assessments, as needed;
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 o Seamlessly transfer clients requesting case management and housing assistance to colleagues at LifeMoves programs or sites, including the Opportunity Services Center, or other local agencies, and;
o Execute additional outreach and assistance during inclement weather and other emergencies. o Proactively identify and connect with unhoused Palo Alto residents with the goal of moving them to interim supportive housing and permanent housing; and
o Engage in a coordinated and focused effort to maximize the number of unhoused Palo Altans assessed and ready to enter the Homekey Palo Alto interim shelter at its opening, including regularly and closely partnering with other area service providers.
For concerned residents, local partners, and the retail community, LifeMoves outreach workers will:
• Offer timely response and technical expertise to support public safety for all community members, including service and medical providers, law enforcement, City or County officials, stakeholders, or other community members;
o Provide rapid acknowledgement to requests for contact and support to unsheltered homeless individuals or households in Palo Alto. Staff will respond within one business day, Monday – Friday; o Locate and support individuals who are on a list for the City of Palo Alto, or who are the subject of rapid response inquiries in the City;
o Offer intervention techniques to community stakeholders on best practices for interacting with unhoused individuals in crisis;
o Build rapport and develop positive relationships with business owners, local partners, law enforcement, residents living near to locations where unsheltered individuals congregate or spend significant time, and civic collaborators (including representatives of Stanford University) concerned about homelessness in the community;
o Establish a trusted presence as a LifeMoves ambassador within Palo Alto, including wearing LifeMoves-branded attire and associated credentials;
o Participate in regular accountability meetings, forge additional connections with other stakeholders, and share trends and lessons learned in the community ; o Proactively identify and connect with unhoused Palo Alto residents with the goal of moving them to stable housing; and
o Participate in regular accountability meetings, forge additional connections with other stakeholders, such as facilitating the “Monday Morning Huddle” with other local homeless service providers and share trends and lessons learned in the community.
Reporting Requisites and Deliverables:
• Maintain a comprehensive log of outreach activities and contacts, including types of interactions, locations, identified needs/issues, and services, connections, and resources provided • Collect and document data as required and assist in compiling statistical data in Housing Management Informational Systems (HMIS) and the organization’s client database • Submit detailed outreach reports to the City. Specific items to be tracked will be determined between the City and Provider
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 • LifeMoves (Provider) will provide a quarterly activity report to demonstrate progress toward meeting Scope of Program Services within 30 days of agreed upon deadlines (dates to be determined once contract established). Each report will include information from the previous three months as well as other requested information from the City of Palo Alto. The narratives will include language around collaboration with other providers, and outreach to community members or business community.
• The Q4 report will focus on the preceding three months but also provide data on contracted services for the entire fiscal year. Reports will be prepared in the format agreed upon by the City and LifeMoves (Provider).
o Meet at least quarterly with the contract manager to review outreach reports and service provisions
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 Vers.: Aug. 5, 2019
Objectives and Metrics:
During the term of the Agreement, Consultant will report on the following objectives:
Metric Contract Period (July 1,
2025 - June 30, 2027
1 Number of unduplicated clients who receive outreach and engagement
services, including case management
40 individuals
2 Number of unduplicated clients who complete a CAS assessment 24 individuals 3 Number of unduplicated clients who are connected to ongoing health services 24 individuals
4 Total number of case management interactions between clients and case managers 420 interactions
5 Total number of provided services to basic need resources such as food, showers, and clothing. 180 provided services
6 Total number of provided services with benefits assistance 90 provided services 7 Total number of ID vouchers provided to clients 24 provided services
Additional Outcomes:
Outreach workers will refer clients to the appropriate agencies for services and may provide case management services as time allows. Outcomes, including clients’ acceptance of case management services, enrollment into an interim housing program, and exits to permanent housing will be recorded by the agency providing services; in the case of LifeMoves, through the LifeMoves proprietary database and HMIS, and for other agencies, through requests for information and HMIS.
Every effort will be made to report on the following outcomes, but the outcomes are not quantified here because they do not fall under the scope of work of the outreach workers funded through this contract.
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 Vers.: Aug. 5, 2019
Outcomes
1 Number of unduplicated clients who move into emergency shelter 2 Number of unduplicated clients who move into interim housing 3 Number of unduplicated clients who move into permanent housing 4 Number of clients connected to housing vouchers via CAS assessment Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 Vers.: Aug. 5, 2019
EXHIBIT “C”
COMPENSATION, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY.
CONTRACT OVERVIEW (FY24 –27)
Fiscal Year Original Contract Value Amended Contract Value Total FY24 $ 230,000 $ 460,000.00 FY25 $ 230,000
FY26 $ 251,301 $ 512,377.00
FY27 $ 261,076
NTE: $ 972,377.00
BUDGET SCHEDULE (FY26-27)
TASK NOT TO EXCEED AMOUNT
Task 1
Outreach and Engagement: Staff will outreach to approximately six people per day and complete a CAS assessment with anyone who does not already have one completed.
$ 409,901.60
Task 2
Connection to Services: Staff will connect people to ongoing health services and case management services.
$ 54,676.54
Task 3
Connection to Shelter/Housing: Saff will connect people to shelter and permanent housing.
$ 47,798.86
Sub-total for Services $ 512, 377
Reimbursable Expenses (if any) $ 0
Total for Services and Reimbursable Expenses $ 512,377 Additional Services (if any, per Section 4) $ 0
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4 Vers.: Aug. 5, 2019
Maximum Total Compensation (FY26-27) $ 512,377
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.
Docusign Envelope ID: 2A0D33C1-7AF9-4A5A-A5E0-0CBC93FC78A4