Richmond City Council
December 20, 2022

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 32 Desired Results
 Fewer children, youth and their families will experience homelessness in Richmond and North Richmond
 Increased housing security
 Increased access to childcare
 Increased food security
 Increased access to services by mitigating financial or resource barriers  Improved transportation to service locations
 Increased access to high-speed internet and Wi-Fi
 Decreased rates of poverty in Richmond and North Richmond, particularly for households of color

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 33 For children, youth, and families, there were a number of voices across the spectrum of youth residents that reported on how difficult it is to navigate the Richmond and North Richmond environment of youth services. Almost all community engagement activities during the Community Needs Assessment identified the need for support that would assist community members in understanding what resources were out there and whether they qualified to access them. Many of those surveyed said they did not access services because they did not know about them.

Young people expressed the need for help, including coaching or case management, in navigating the turn toward independence or the journey to college success. Case management, or at the very least, guidance from a caring adult, is needed so that children, youth, and their families can understand and access the services available. Parents and guardians need more support with understanding what was offered and how to make the best use of these programs and services for their children. Information and case management was also mentioned as critical to individuals experiencing homelessness that were in need of successfully regaining housing.

This information needs to be in multiple languages with extra effort to reach marginalized children, youth, and their families.

Options for Supported programming
 Fund the creation and hosting of an inclusive web resource that can provide robust information on children and youth programming in multiple languages  Fund navigation support or case management for children, youth and their families who face complex challenges
 Support mentorship and guidance that helps disadvantaged children and youth with understanding and accessing resources that will move them forward on their path toward college and/or employment
 Social media strategies and outreach
 Provide resources and capacity for guidance and case management in programming for those who most need it
 Make sure that staff providing guidance and case management reflects the diversity of the clients
Priority 6: Strengthen Accessto Guidance and Information about Resources Available for Children and Youth

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 34 Priority populations
This priority will support children and youth across Richmond and North Richmond inclusive of all priority populations.
 System-involved young people
 Young people who have been pushed out-of-school
 Young people who themselves are homeless, or whose families are homeless or threatened by homelessness
 Young people living in poverty
 Immigrant and undocumented children, youth, and families  LGBTQ+ children, youth, and families
 Teen parents and families, including single mothers; young people with poor physical, mental, emotional, and behavioral health outcomes, and children with disabilities  Families with children and youth who are impacted by the criminal justice system and/or who have family members who are incarcerated; and/or are involved in or transitioning from the foster care, juvenile justice, criminal justice, or special education systems.

Desired Results
Information
 Increased access to information: (Indicators: Number of inquiries and posts on one stop shop platform)
 Increased access to information in multiple languages other than English (Indicator:

Increased number of requests for information that are made in other languages)  Increase in the number of children and youth and their families that are aware of programming and know how to access information needed to participate  Increased access to Wi-Fi connectivity
Navigation Support, Guidance, and Case Management
 Increase in number of case management spots available for high need youth or those with complex situations
 Increase in number of mentors available for high-need youth  Increased navigation support for youth who want to access post-secondary education or who are transitional aged youth moving to independence
 Increased numbers of youth that have connection to caring adults  Increased number of programs or collaborations that offer wraparound services/programming targeted at high need youth

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 35 IV. Proposal Instructions
The RFCY application process is entirely online through the RFCY Forms CivicPlus website at www.ci.richmond.ca.us/RFCYGrants. All proposals must be completed and submitted through the online application system to be considered for funding.

To review the Proposal Narrative Template, Demographic Table, Activity and Operations Projections Table, and Budget Template sections of the RFP go to Appendices A, B, C, and D, or to access those documents, please go to www.ci.richmond.ca.us/RFCYGrants. The following outlines the steps necessary to submit a proposal:
 Step 1 – Agency and Proposal Information - Provide information specific to your agency and to the program your organization is requesting funding for, including the RFCY priority area aligned to the proposed program
 Step 2 – Proposal Narrative – Upload your proposal responses completed on the Proposal Narrative Template
o Demographics – Upload your Demographic Table that estimates the individuals projected to be served annually by your program
o Activity and Operations Projections – Upload your Activity and Operations Projection Table that summarizes the proposed programming by projecting the types of activities to be delivered by the program your organization is requesting funding for, and the hours and location of operations
 Step 3 – Budget – Upload a detailed program budget based on the Budget Template showing the RFCY funding requested and total program budget costs  Step 4 – Required Documents Upload
 Step 5 – Proposal Submission and Acknowledgements – Verify that the information is complete, all forms have been submitted, and submit the online proposal.

You may enter your application over multiple sessions. Remember to save often and log out when you have finished a session. Please review the elements of your application including all uploads before submitting. It is recommended that you wait until the entire application is complete before submitting each form. Once you submit, you will not be able to edit any of your work.

More information is provided on each of these steps on the following pages. Be sure to read these instructions carefully.

Questions about the content of the RFP can be directed by email to [email protected] . Questions by phone or in person will not be taken.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 36 Step 1: Agency and Proposal Information
Begin your application by completing the Agency and Proposal Information section.

Organizations may submit more than one (1) but not more than three (3) grant applications. If submitting more than one (1) application, organizations may apply for the same or different priority areas. Each application must be submitted separately. Please review the Application Process section of this RFP for additional information.

To complete the Agency and Proposal Information, provide the requested information via the online portal at www.ci.richmond.ca.us/RFCYGrants:
 Name of Organization or Lead Agency/Organization
 Fiscal Sponsor Information (if Applicable)
 Project Manager Information
 Program/Project Budget
 Type of Applicant
 RFCY Priority Areas

TYPE OF APPLICANT
Select whether the organization is applying as a “Small and Emerging Applicant”, “Single Agency“ or “Collaborative.” For collaborations, list the agency name for all collaborative organizations for the proposed program. For more information on types of applicants, please refer to the Eligibility section of this RFP.

RFCY PRIORITY AREA
Select the appropriate strategy under which the proposal is being submitted for funding consideration. You must select ONE priority area.

When you have finished with the Agency and Proposal Information section, move on to upload the Proposal Narrative, Demographics Table and Activities and Operations Projections Table, and Budget sections of the RFP.

Example: Organization ABC would like to apply as a Single Agency for the Access to Basic Needs priority area and as a Collaborative for the Youth Violence Prevention priority area.

Organization ABC must submit two separate applications for each and list the preferred priority area for each application.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 37 Step 2: Proposal Narrative
The Proposal Narrative must include the following elements, presented in the order listed below.

Reviewers will score the Proposal Narratives based upon the adequacy and thoroughness of the response to the RFP requirements and according to the following point system3:

Narrative Element Points
Program Summary (no points)
Agency History and Capacity 20
Program Design 35
Outcomes and Impact 25
Required Resources and Budget Request 20
TOTAL 100
 Including the responses in Section 1 and Section 2, the Proposal Narrative form shall be limited to ten (10) pages. This page limit is not inclusive of budgets, resumes, descriptions of work experience, or documents requested as part of the application, including Appendices B, C, and D.
 All submitted materials should be typed in a 12-point font size and a Serif or Sans Serif font style (e.g., Times New Roman or Arial). Applications must be easily reproducible on a standard copying machine.
 All costs incurred in the preparation of an application are the applicant’s responsibility.  Applications must be completed and submitted electronically at www.ci.richmond.ca.us/RFCYGrants by Monday, February 13, 2023, at 2:00 p.m.

Applications received after this date and time will not be considered and will not be eligible for review and scoring by the Review Committee.

For more information regarding scoring of the application, see the Evaluation of Proposals section.
3 This point system applies only to the scoring of the narrative section. The scoring committee will use this score along with other criteria, including but not limited to service location, service to priority populations, strategic alignment, past performance, and reasonableness of budget and activities, when making funding recommendations.

Tip: RDCY recommends that organizations first draft their responses to the Proposal Narrative section in the template provided. Be sure to review your submissions for accuracy, formatting, clarity and completeness prior to uploading your Proposal Narrative template.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 38 Proposal Narrative

PROGRAM SUMMARY (NOT SCORED)
Provide a clear and concise summary of your program. The summary should describe the program in terms of who will be served, numbers to be served, types of services, location and frequency of services, and the purpose of your program and outcomes to be achieved. This Program Summary will be used to describe the proposed program throughout the review process (100 word limit).

AGENCY HISTORY AND CAPACITY (20 POINTS)
1) Briefly describe your agency.
2) Describe your agency's experience providing the services proposed in your application.

Include information on years of service in the community being served, experience working with diverse communities and youth, and any collaboration with other organizations or systems of care.
3) Describe the staffing plan for your proposed program. Identify the person who will have primary responsibility for managing the program and discuss their experience managing similar projects and in similar communities. Provide information on how many people will be directly working on the project and their qualifications to work effectively with your target population. Resumes or other relevant work history documents that can substantiate experience can be uploaded online via the portal and will not count toward the page limit.

PROGRAM DESIGN (35 POINTS)
4) Identify the population that will be served in your program. How do you plan to recruit, engage, and retain children, youth, and/or caregivers in your services to reach your program’s goals?
a. In addition to responding to the prompt(s), also complete the Demographics Table found in Appendix B.
5) Describe the program and proposed services. Provide information on the program design, type of services, average length of participation, location of services (include the defined boundaries for each targeted neighborhood/geographical area), and how services will be delivered.
a. In addition to responding to the prompt(s), also complete the Activity and Operations Table found in Appendix C.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 39 6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will youth inform, consult, or collaborate with staff? 7) Who are the other organizations that will support the program? Identify the roles, responsibilities and functions of each organization. For Section 5b organizations only: How does your proposal demonstrate collaboration as required per the definition listed on page 10 of the RFP? 8) Please discuss how your proposed program that you are requesting funding for through this RFP has been or will be impacted by COVID-19. What have been the implications for the services you provide? How has or will your organization address those issues so that the program can continue to be offered?
OUTCOMES AND IMPACT (25 POINTS)
9) What are the needs that your proposed program is designed to address (provide data)? How will your program’s target population directly benefit from the proposed services? 10) Describe how your program will measure its performance impact and achievement of outcomes. What are the short-term outcomes, and what do you anticipate as the longterm impacts? What are the performance targets that will be met? How will you know that your program is successful?
11) List your program’s annual outcomes and performance for the past one to three years.

Explain any fluctuations in outcome and performance year-to-year.

REQUIRED RESOURCES AND BUDGET REQUEST (20 POINTS)
12) What are the total proposed annual program expenses for the 2023-2024 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? What is changing?
13) Describe the proposed program expenses and explain how funds requested are reasonable to support the proposed numbers of participants to be served, hours of service to be provided, and overall program design.
14) Provide information on the other sources of revenue supporting the program. Include the name of the funding entity, amount of funds, duration of funds, and whether the funds have been received, are committed, are pending, or will be requested. State whether your program will collect fees for participation or if it will be free of charge to all participants. If collecting fees, describe your fee structure, estimated annual revenue, and estimated percent of students participating for free compared to students paying a fee. 15) In addition to responding to all the prompt(s), also complete the Budget Template asreferenced in Step 3 found in Appendix D.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 40 Step 3: Budget
The program budget is an important component of your proposal that should be clearly linked to support the proposed program, with reasonable and justifiable expenses for staffing and program costs. The budget proposed should be an appropriate and accurate projection of the program expenses for one program year: FY 2023-2024 (July 1, 2023 to June 30, 2024).

This section also allows you to show the cost effectiveness of your program and demonstrate how you will leverage other funds for the programs you are proposing. The proposed budget should be reflective of what was written in the Proposal Narrative section and your proposed Activities.

The budget section is organized in two sections:

REVENUES
 Category
o All revenue sources that will fund your proposed program (e.g., grants, programfees, in-kind donations).
 Total RFCY Funding Request
o The total amount of RFCY funding requested in the application.  Total Project/Program Budget
o The total budget that supports the entire program or project proposed for funding.
 Revenue Status
o The status of revenue sources sought by the applicant (e.g., pending and/or approved) including the current organization’s RFCY request.

EXPENDITURES
 Funding Category
o The expenditure allocations for which requested funds are being requested (e.g., salaries and position, benefits, program supplies, insurance, transportation, etc.).  RFCY Funds Requested
o The portion of the total program cost for which you are requesting RFCY funds.  Program Budget
o The total cost of funding a line item to operate the proposed program.  Budget Narrative
o Provide a narrative justification for each line item in the budget and describe what the specific item is and how the amount shown in the budget was calculated.

Reminder: Proposals must demonstrate, and if awarded a grant will be held accountable for, raising and documenting funding that equals at least 15% of the RFCY grant award as a program match.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 41 DIRECT COSTS

PERSONNEL
Please list all direct service staff including line staff, supervisory staff that supervises line staff, and support/clerical staff that work directly on the proposed program.  Create a separate line item for EACH individual staff working directly on the program including Lead Agency Positions.

FRINGE AND BENEFITS
This line item represents benefits (health, dental, retirement, etc.) as well as mandatory employment costs such as FICA, Social Security, SDI, and unemployment taxes. Enter in a numerical total for all fringe benefit costs paid by RFCY and by your match. The total fringe amount is only for those personnel receiving benefits from your agency. In the Budget Narrative provide a clear response of how your agency is calculating the Fringe and Benefits.

OTHER DIRECT COSTS
All other direct costs included in the program budget must directly benefit and support the operation of the proposed program. Examples include but are not limited to:

Equipment/Furniture: Durable goods such as computers and furniture.

Facility Rental: Pro-rated costs of space rental, utilities, building maintenance and other occupancy costs.

Food: Meals, snacks and food for regular programming and special events.

General Office Supplies: Paper, pens, toner, and other reasonable office supply expenses.

Participant Incentives: Monies or other non-cash incentives, such as gift certificates, provided to a program participant as a reward for completing a program or achieving a programmatic milestone. Detail how many participants are projected to receive incentives, amount of incentive, and the reason for receiving the incentive.

Professional Development: Please justify how you intend to use this amount in the narrative text box to support the professional development and training of your direct service staff.

Program Supplies: Art supplies, workbooks, sports equipment, and other reasonable program supply expenses that are required for the proposed program.

Travel/Transportation: This item includes expenses for field trips and access to programs. The basis for the calculation as well as the purpose for all travel should be provided. Travel expenses for staff are allowed when directly benefiting children and youth. Funds cannot be used for travel to trainings or professional development conferences. Local travel estimates should be based on your organization’s current policies, for example, 55.5 cents per mile or for AC Transit or BART. Any non-local travel needs to be carefully itemized and justified.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 42 YOUTH WAGES AND STIPENDS
Youth Wages and Fringe Benefits
This line item is for programs that offer youth an hourly wage for internships or employment experiences. Please enter a separate line item for each unique hourly wage. Do NOT enter a range for wages. Provide a description of what the employment is and how the cost was calculated.
 Enter the total amount of fringe benefits associated with employing youth including any benefits youth may receive and mandatory employment costs such as FICA, SDI, and UI.

Youth Stipends
Stipends are used to support youth participants enrolled in your program in limited duration work experiences and internships (not as employees of your organization). Please enter a separate line item for each unique stipend profile and stipend amount. Do NOT enter a stipend range. Provide a description of what the stipend is and how the cost was calculated.

NOTE: Do NOT include incentives for program participation in this line item. These should be included in the line item Participant Incentives under Other Direct Costs.

ADMINISTRATIVE/INDIRECT COSTS
Eligible administrative/indirect costs by applicant designation are:
 Single Agency: Up to a total of 20% of total grant request may be requested.  Collaborative Applicants: Up to a total of 20% of total grant request may be requested.  Small & Emerging: Up to a total of 20% of total grant request may be requested.

Administrative/indirect costs cannot exceed the limits stated above.

Examples of allowable expenses in the administrative/indirect line item include but are not limited to: audit, bookkeeping, payroll/finance, facilities maintenance, fiscal sponsor costs, insurance, rent, storage, utilities, and allocated personnel costs (Executive Director’s time or any other staff who works minimally on the funded program).

Some of the items listed under Direct Costs might also be applicable to Indirect Costs if those costs do not DIRECTLY benefit the proposed program.

Example: Indirect Costs are calculated as a percentage of the total RFCY Funds requested. A Single Agency applicant can request up to 20% of the total grant as Indirect Costs. If the agency applies for a grant requesting $100,000 from RFCY, the maximum indirect costs that can be requested is $20,000.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 43 Step 4: Required Documents
In the Required Documents section you will upload the following attachments:
 Copy of IRS Letter Certifying Tax Exempt Status.
 Applicants must upload an IRS statement certifying their organization’s nonprofit status under section 501(c)(3). To obtain this letter, call IRS at 1-877-829-5500 (Note: in some cases, it can take over two weeks to obtain this form). For Public Agencies, submit a blank document as an attachment.
 Financial Statements
 Provide a copy of your agency’s most recent (current) audited financials or Internal Revenue Service Form 990 or 990N or Income Statements (no later than 2018).

Reviewed or compiled annual financial statements are allowable for faith-based organizations
 Organizational Budget
 Provide the lead agency’s current year organizational budget for the current fiscal (FY 2021-2022) or calendar year. The organizational budget must clearly list sources of income/revenue, and detail personnel, direct, and indirect expenses.  If applying with a fiscal sponsor, the organizational budgets of the lead agency and fiscal sponsor are required.
 List of Board of Directors
 Upload the current active board roster indicating officers and affiliations.  If applying with a fiscal sponsor, the lead agency’s list of Board of the Directors indicating officers and affiliations is required.
 If applying as part of a collaborative, the Board of Directors indicating officers and affiliations is required for all collaborative organizations.
 Fiscal Sponsorship Letter of Agreement (LOA)
 If applying with a fiscal sponsor, provide a letter of agreement between the fiscal sponsor and the sponsored organization. Among other responsibilities, the LOA must state that the Fiscal Sponsor or grantee is aware of their responsibility both fiscally and programmatically for all grant requirements if funds are awarded. The Fiscal Sponsor will be the applicant and will be the responsible party for the contract if the application is successful.
 Collaborative Applicant Letter of Agreement (LOA)
 For Collaborative Applicants:
o LOAs authorizing the collaborative relationship must be provided by all collaborative organizations and accompany your grant application.  For Small & Emerging Applicants or Single Agency Applicants:
o If the successful implementation of your proposed RFCY grant-funded program is dependent on the collaboration with a governmental entity (i.e., state, county, city, school district, etc.) then a communication (e.g., email, letter) indicating the nature of that collaboration should be included in the application.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 44  Each LOA document can be uploaded in any format (e.g., word, pdf, excel, etc.). See Appendix E for a sample LOA.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 45 Step 5: Proposal Submission & Acknowledgement
The final step to complete your online proposal is to click “Submit”. Please review the elements of your application including all uploads. RDCY recommends that you wait until the entire application is complete before submitting the form. Once you submit, you will not be able to edit any of your work.

After all the forms are uploaded, review and confirm your agreement of the information in the Proposal Submission & Acknowledgement for the final confirmation of submission for your proposal. The form requires the applicant to verify the following:
(1) You are an Officer on the Board of Directors of the organization or have been authorized to submit the grant application,
(2) You have thoroughly read and understand the grant program guidelines and application questions and City of Richmond requirements (business license, insurance, and grant agreement),
(3) All questions contained in the application have been answered and the required documents are included as part of our application,
(4) Your organization will obtain comprehensive background checks and/or fingerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations, and
(5) To the best of your knowledge, the information included as part of this application is true and accurate.

Following your agreement and completion of the Electronic Signature Agreement, click “Submit” to submit your application to RDCY. CivicPlus will generate and e-mail a Receipt of Submission to verify proof of submission. Save the e-mail of your receipt as a confirmation of your submission. Please note that all future communication regarding the submitted grant application will be sent to the Project Manager listed on the application.

ONLINE PROPOSAL DUE: MONDAY, FEBRUARY 13, 2023, BY 2:00 P.M. (PST) You must have completed and submitted all forms and uploads by 2:00 p.m., on Monday, February 13, 2023. All proposals submitted after 2:00 p.m. on Monday, February 13, 2023, will be deemed ineligible. This will be strictly enforced. RDCY strongly encourages organizations NOT TO WAIT until the last minute to submit your proposal to avoid any unforeseen technical issues.

All proposals must be submitted online through the RFCY CivicPlus system. Proposals that are mailed, e-mailed, or faxed will not be accepted.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 46 CITY OF RICHMOND/ RICHMOND DEPARTMENT FOR CHILDREN AND YOUTH RIGHTS

AND RESERVATIONS
By submitting a proposal, an applicant authorizes RDCY to verify any information the proposal contains. At any time before a contract is issued, RDCY may conduct site visits, interviews, and/or undertake other means to verify applicants’ provision of services before making a final determination of grant awards. RDCY has the right to disqualify applicants whose proposals present false, inaccurate, or incorrect information or are incomplete in any fashion.

Once a final award is made, all RFP responses, except financial and proprietary information, become a matter of public record and shall be regarded by the City as public records. To withhold financial and proprietary information, please label each page as "confidential" or "proprietary". Although a document may be labeled "confidential" or "proprietary", information is still subject to disclosure under the Public Records Act and is, at the City's discretion, based on the potential impact of the public’s interests whether or not to disclose "confidential" or "proprietary" information. The City shall not in any way be liable or responsible for the disclosure of any such records or portions thereof if the disclosure is made pursuant to a request under the Public Records Act.

If an inadequate number of proposals is received or the proposals received are deemed nonresponsive, not qualified, or not cost effective, the City may at its sole discretion reissue the RFP.

ADDITIONAL PREFERENCE POINTS
Applicants will receive preference points from the City of Richmondfor being an organization that is a Richmond business. (see Richmond Business Opportunity Ordinance, Richmond Municipal Code 2.50).

Richmond Business Opportunity Ordinance is incorporated into the Richmond Municipal Code (RMC) linked here: RMC Section 2.50. Be sure to review Section 2.50.040 for Definitions of the “Richmond business”, “Richmond nonprofit business”, and all other applicable sections, terms, and/or stipulations set forth within the RMC Section 2.50.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 47 V. Funding Recommendations and Contract Negotiation
Rejection of Proposal Elements
The City reserves the right to reject any or all proposals, whether or not minimum qualifications are met, and to modify, postpone, or cancel the RFP without liability, obligation, or commitment to any party, firm, or organization. In addition, the City reserves the right to request and obtain additional information from any candidate submitting a proposal. A proposal may be rejected for any of the following reasons:
 Proposal received after designated time and date
 Proposal not containing the required elements, exhibits, nor organized in the required format
 Proposal considered not fully responsive to this RFP
 Proposal not in compliance with the City of Richmond with contracting procurement policies, city ordinances, and legal requirements
Proposal Review Process
The City's overall objective is to award grants to highly qualified organizations that provide needed services to young people in Richmond and North Richmond. Within this overall objective, it is also the City’s intent that the selection process is fair and transparent.

All proposals will be evaluated and scored by a RFCY Review Committee (Committee).

Committee members may consist of but are not limited to RFCY Oversight Board members, employees from internal and external organizations, and community members.

The selection process is divided into the following steps:

1. All applications that are received by the submission deadline are reviewed in depth by RFCY staff for responsiveness, completeness, and satisfaction of eligibility requirements.

Based on this review, eligible proposals will proceed to the application evaluation process.

2. All complete and eligible applications are forwarded to the Committee, which will review and score the proposals, based on priority areas, using the criteria listed in the guidelines.

3. Individual Committee members will provide scoring to RFCY staff and the average of reviewer scores will be used to provide a ranking of proposals by priority area.

4. RFCY staff will provide the Committee with the average scores and ranking of proposals within each priority area. Committee members will utilize this information to help make recommendations to the RFCY Oversight Board.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 48 5. The RFCY Oversight Board will review Committee recommendations and will convene to approve funding decisions at their public monthly meeting in Summer of 2021. Award recommendations will align with the strategic objectives as detailed in the 2021-2024 RFCY Strategic Investment Plan.

The RFCY Oversight Board regular meetings are held monthly on the first Monday of the month, and depending on the status of COVID-19, are hosted in Richmond City Hall, located at 440 Civic Center Plaza, Richmond, CA 94804 or video conference platform.

6. The RFCY Oversight Board will then present their funding recommendations to Richmond City Council for approval and adoption.

Any party applying for funding through this RFP shall not contact or lobby any City Council member, RFCY Oversight Board member, Review Panel member, City employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, application submittal, and/or review process may have their application rejected for violating this provision of the RFP.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 49 The City has allocated up to eight weeks for review of the proposals. The following specific criteria and the points for each criterion, for a total of 100 points, will be used in evaluatingand rating the proposals:
1) AGENCY HISTORY AND CAPACITY................................................................20 POINTS  Past, recently completed, or on-going projects to substantiate experience.  Demonstration of ability and experience in working with diverse communities and youth.  Agency has achieved success and accomplishments demonstrate capacity for effective delivery of proposed services.
 Professional background and qualifications of team members proposed to deliver direct services and manage the program are included and relevant and show that members are qualified.
 Racial, ethnic, cultural, linguistic characteristics and or lived experience of staff reflect communities proposed to be served.
2) PROGRAM DESIGN............................................................................................35 POINTS  A clear and specific outline of the proposed services, including frequency of programming, average number of clients to be served daily and over the course of the year, location of services, and extent of proposed services to be delivered.  Outreach and engagement strategies that are effective and culturally relevant.  Clearly demonstrated how youth voice, perspective, and input is included in the program development, design, outreach, and/or implementation.
 Responses show an awareness of the community and target population.  Special resources and capacities the team offers that are relevant to the successful completion of the project, including collaborations and subgrantees.  The organization has a plan on how the program or project will be sustained and thrive in a COVID-19-impacted environment.
3) OUTCOMES AND IMPACT….............................................................................. 25 POINTS  Applicant describes how program will contribute to equity among children, youth and their families in Richmond and North Richmond.
 Applicant clearly describes the intended participants that the program is designed to address and their needs, providing accurate, current, and specific data where possible to demonstrate need.
 Applicant identifies outcomes that have been achieved through the proposed services before and is able to link projected outcomes to intended impacts identified in the priority areas/funding strategies.
 Applicant demonstrate the ability to reasonably account for/track outcomes.

Evaluation of Proposals

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 50 4) REQUIRED RESOURCES AND BUDGET REQUEST........................................20 POINTS  Program provides a clear budget that describes staffing and associated direct costs required for successful program implementation.
 Expenses are reasonable and commensurate with the scale of services proposed.  Additional resources are identified to support the program, with reasonable plan for securing matching funds.
 Total program budget of RFCY funding and additional matching funding is realistic and reasonable for proposed level of services.
 The ratio between the organization’s total grant requests and their organization’s overall current year budget is appropriate based on program design and other factors.

The Board will base funding recommendations upon the ranking of proposals according to the point system described above for the Proposal Narrative section of the proposal, along with additional considerations and criteria, including but not limited to service location, service to priority populations, strategic alignment, past program performance and agency capacity, and reasonableness of budget and scope of services.

Contract Negotiations
During contract negotiation, RFCY staff will work with organizations to develop and/or update scopes of work, program outcomes, timelines, demographics and activity reports, and budgets.

Staff will ensure that contracts meet the goals, objectives and policies of RFCY and the Oversight Board.

With prior notification, during or before a grant agreement is issued, City of Richmond staff may conduct site visits, interviews, and/or undertake other means to better understand applicants’ provision of services.

Should the City and the applicant not be able to reach an agreement as to the contract terms within a reasonable timeframe, the City may terminate the negotiations and begin negotiations with the next most qualified applicant within the priority area, as identified and selected by the Oversight Board and approved by City Council, and proceed down the list of qualified applicants as necessary until an agreement is reached or the list is exhausted.

Once awarded, all grantees must use the CivicPlus online reporting system to report scope of work activities, demographics, budget, program activities, enrollment, attendance, and invoices.

Grantees are also required to submit quarterly progress reports in a timely manner.

All grantees must participate fully in the RFCY independent evaluation process so that meaningful data may be gathered to report to all parties interested in RFCY. Participation may include attending trainings and workshops, collection of participant survey data, gathering adequate data on effort and results at the evaluator’s request, and hosting site visits.

Organizations are also required to attend RFCY grantee convenings and other RFCY informational, technical assistance, training and service coordination meetings.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 51 Contract Award
1) Upon successful completion of the negotiations, staff will transmit the agreement to the City Manager/City Council (as applicable) for review and approval. 2) The contract amount (including reimbursements) shall be a not to exceed amount, to be established based upon a mutually agreeable Scope of Services and fee schedule. 3) After contract execution, an initial advance payment of twenty-five percent (25%) of the total award amount MAY be advanced to all grantees as part of the application award process. Grantees receiving an advance payment may be eligible for an additional advance of twenty-five percent (25%) of the award amount, contingent upon the submission of complete and adequate reporting and invoicing documentation. A final advance of twenty-five percent (25%) of the award amount may be made contingent upon submission of the complete and adequate reporting and invoicing documentation.

Payments will only be made for the eligible items and amounts specified in the approved grant agreement budget and a manner consistent with the payment provisions contained in the executed grant agreement.
4) The City will withhold the final twenty-five percent (25%) of the contract amount pending successful completion of work and final submittal of all required documentation. 5) The selected grantee will be required to enter into a grant services agreement that contains similar terms and conditions as in the City’s standard agreement. Please note that the City Attorney’s Office is typically not inclined to make any modifications to the standard agreement terms and provisions.
6) The selected grantee and their members will be required to maintain auditable records, documents, and papers for inspection by authorized local, state and federal representatives. Therefore, the grantee and their members may be required to undergo an evaluation to demonstrate that the grantee uses recognized accounting and financial procedures.
7) Reports will be required and must provide detailed information about the services provided. Grantees that do not submit the required reports run the risk of forfeiting their funding. A final report at the conclusion of the project or program is also required. 8) Invoicing or Funding Requests for reimbursement must include the necessary documents to substantiate the disbursement (e.g., receipts, time cards, payroll records, etc.).

Grantees that do not adhere to the invoicing requirements run the risk of forfeiting their funding.
9) Published program materials shall include the City seal or logo and shall state, “Made possible in part by the Richmond Fund for Children and Youth.” The material must be appropriate, relevant, and aligned with the approved project and should be reviewed and approved by City staff before release.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 52 CONTRACT AND COMPLIANCE
Please review Appendix F: Compliance with City Council Policies and Applicable Laws for details on the City policies that are required of funded agencies.

1. Grantees must provide the services projected in the proposal and Scope of Work, subject to contract negotiations. Failure to provide these services may result in reduced payments or suspension of payment.

2. Grantees must provide evidence of in-kind and cash matches at the end of the third quarter, (e.g., through letters, copies of checks, grants, or records of volunteer or donated services.)

3. After a contract is awarded, RDCY and the City reserve the right to amend it as needed throughout the term of the grant agreement to best meet the needs of all parties.

4. RDCY staff and/or other appropriate City staff or affiliates shall have the right to audit the grant agreement and all books, documents and records relating thereto.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 53 Appendix A: Proposal Template
SECTION 1 – AGENCY AND PROPOSAL INFORMATION
Including the responses in Section 1 and Section 2, this Proposal Narrative form shall be limited to ten (10) pages.

Community-Based Organization Information (Applicant Information):

Name of Organization or Lead Agency/Organization:

Click here to enter text.

Organization Address:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Project Manager Name (primary contact for the grant):

Click here to enter text.

Project Manager Phone Number:

Click here to enter text.

Project Manager Email Address:

Click here to enter text.

Program Summary:

Click here to enter text.

Fiscal Sponsor Information (Organization with 501(c)(3) tax status):

Name of Organization:

Click here to enter text.

Executive Director Name:

Click here to enter text.

Organization Address:

Click here to enter text.

Project Manager Name (primary contact for the grant):

Click here to enter text.

Project Manager Phone Number:

Click here to enter text.

Project Manager Email Address:

Click here to enter text.

Program/Project Budget:

Program/Project Budget:
$ Click here to enter text.

Amount of Grant Funds Requested:
$ Click here to enter text.

Annual Organizational Budget:
$ Click here to enter text.

Fiscal-Sponsor Budget (if applicable):
$ Click here to enter text.

Type of Applicant:

Choose whether the organization is applying as a Small and Emerging, Single Agency, or Collaborative Applicant and enter than information in the field below.

Click here to enter text.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 54 For Collaborative Applicants and organizations listed in Article 15, Section 5b, list the information below for all collaborating organizations for the proposed program.

Agency Name Contact Name Major Responsibilities
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RFCY Priority Area:

Choose one (1) appropriate strategy under which the proposal is being submitted for funding consideration and enter that information below:

Priority Area 1: Behavioral Health: Mental Health & Wellness Priority Area 2: Education Support and Employment/Training Support Priority Area 3: Out-of-School Time, After-School, Sports, and Enrichment Priority Area 4: Youth violence Prevention
Priority Area 5: Access to Basic Needs
Priority Area 6: Information, Guidance and Case Management SECTION 2 –PROPOSAL NARRATIVE
Including the responses in Section 1 (above) and Section 2, this Proposal Narrative shall be limited to ten (10) pages.

PROGRAM SUMMARY (NOT SCORED)
Provide a clear and concise summary of your program. The summary should describe the program in terms of who will be served, numbers to be served, types of services, location and frequency of services, and the purpose of your program and outcomes to be achieved. This Program Summary will be used to describe the proposed program throughout the review process. There is a 100 word limit to this response.

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AGENCY HISTORY AND CAPACITY (20 POINTS)
1) Briefly describe your agency.
2) Describe your agency's experience providing the services proposed in your application.

Include information on years of service in the community being served, experience working with diverse communities and youth, and any collaboration with other organizations or systems of care.

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3) Describe the staffing plan for your proposed program. Identify the person who will have primary responsibility for managing the program and discuss their experience managing

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 55 similar projects and in similar communities. Provide information on how many people will be directly working on the project and their qualifications to work effectively with your target population. Resumes or other relevant work history documents that can substantiate experience can be uploaded online via the grant application and will not count toward the page limit.

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Staff Name Roles and Responsibilities
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PROGRAM DESIGN (35 POINTS)
4) Identify the population that will be served in your program. How do you plan to recruit, engage, and retain children, youth, and/or caregivers in your services to reach your program’s goals?
a. In addition to responding to the prompt(s), also complete the Demographics Table found on www.ci.richmond.ca.us/RFCYGrants.

Click here to enter text.
5) Describe the program and proposed services. Provide information on the program design, type of services, average length of participation, location of services (include the defined boundaries for each targeted neighborhood/geographical area), and how services will be delivered.
a. In addition to responding to the prompt(s), also complete the Activity and Operations Table found on www.ci.richmond.ca.us/RFCYGrants.

Click here to enter text.
6) What role will youth have in program design, implementation and/or evaluation, if any? For example, how will they inform, consult, or collaborate with staff? Click here to enter text.
7) Who are the other organizations that will support the program? Identify the roles, responsibilities and functions of each organization. For Section 5b organizations only:

How does your proposal demonstrate collaboration as required per the definition listed on page 10 of the RFP?

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 56 Click here to enter text.

Collaborating
Organization
Roles and Responsibilities
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8) Please discuss how your proposed program that you are requesting funding for through this RFP has been impacted by COVID-19. What have been the implications for the services you provide? How has or will your organization address those issues so that the program can continue to be offered?
Click here to enter text.

OUTCOMES AND IMPACT (25 POINTS)
9) What are the needs that your program is designed to address (provide data)? How will your program’s target population directly benefit from the proposed services? Click here to enter text.
10) Describe how your program will measure its performance impact and achievement of outcomes. What are the short-term outcomes, and what do you anticipate as the long-term impacts? What are the performance targets that will be met? How will you know that your program is successful?
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11) List your program’s annual outcomes and performances for the past one to three years.

Explain any fluctuations in outcome and performance year-to-year.

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REQUIRED RESOURCES AND BUDGET REQUEST (20 POINTS)
12) What are the total proposed annual program expenses for the 2022-2023 fiscal year? What were the total program expenses in the most recently completed calendar or fiscal year? What is changing?
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13) Describe the proposed program expenses and explain how funds requested are reasonable to support the proposed numbers of participants to be served, hours of service to be provided, and overall program design.

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14) Provide information on the other sources of revenue supporting the program. Include the name of the funding entity, amount of funds, duration of funds, and whether the funds have

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 57 been received, are committed, are pending, or will be planned to be requested. State whether your program will collect fees for participation or if it will be free of charge to all participants. If collecting fees, describe your fee structure, estimated annual revenue, and estimated percent of students participating for free compared to students paying a fee.

Click here to enter text.
15) In addition to responding to all the prompts(s), also complete the Budget Table as referenced in Step 3 and found on www.ci.richmond.ca.us/RFCYGrants.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 58 Appendix B: Demographic Projections Table(s)
Please estimate the total number of unique clients your program projects to enroll and serve during the period July 1, 2023, and June 30, 2024, if funded by RFCY. Do not include in your projections participants that only receive ancillary services such as sitting through a one-time workshop. Do not include projected number of participants reached in outreach efforts. Space is included in the fillable template to provide a narrative response.

NOTE: If awarded RFCY funding, organizations will provide First Name, Last Name, Date of Birth, Gender Identity, Race/Ethnicity, and residential Zip Code for all participants (unless otherwise legally prohibited). Enrolled clients (and their parent, guardian, or other legally authorized representative if a minor) are required to provide a Release of Information Form giving consent to being entered and their participation tracked and agreeing to participate in an annual evaluation of the funded program by the RFCY and/or its evaluation consultant. Youth participants (birth – 24) must be Richmond or unincorporated North Richmond residents.

OVERALL TOTAL NUMBER OF UNDUPLICATED PARTICIPANTS:

Ages
Race/Ethnicity Birth-5 6-12 13-17 18-24 TOTALS
Asian
Black/African American
Latinx
Native American/Indigenous
White
Pacific Islander
Mixed Race
Prefer not to state
Other
TOTALS
Gender Number of Participants TOTALS
Male
Female
Non-Binary
Other Gender Not Listed
TOTALS
Residential Zip Codes Number of Participants TOTALS
94801
94803
94804
94805
94806
TOTALS

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 59 Appendix C: Activity and Operations Projection Table(s) Provide an overview of the total expected activities to be supported during the first year of funding support. Provide an estimate on the overall activities in this section that correspond to the detailed activities you will provide throughout the year. Do not provide a detailed list of each and every expected activity that would constitute a completed Scope of Work. If selected for funding, applicants will be required to translate their Activity Projections into a detailed Scope of Work and set of specific activities prior to entering into contract with the City of Richmond.

ACTIVITY PROJECTIONS TABLE
The activity types that are available are dependent upon the RFCY priority area selected. There are four activity types that are available:
 Individual Activities
 Group Activities
 Consultation Hours
 Internships and Employment
Select the appropriate type of activity based on your services. For each activity category, you will be able to enter one or more activities.

For Individual and Group Activities, you will be required to provide the following information:
 Activity Name
 Activity Category
o Select the most appropriate activity category from the drop-down list  # of Sessions by Quarter
o Enter the number of sessions that this activity is projected to occur by quarter o The quarters follow the City of Richmond’s fiscal year July 1st – June 30th  Average # of Participants per Session
o Project the number of youth expected to be present per session on average  Average Length of Session (hours)
o Project the average length of each activity session. Make sure to project out in hours, not minutes. For example, a 30-minute session should be entered as 0.5  Service Description
o Provide a short summary of the activity to provide information on the type of activity proposed
Example: A program proposes to provide summer camp for four weeks for 100 students. Each day the program provides youth with three hours of arts and enrichment, and three hours of academic programming. Select “Group Activities” and complete one activity to capture the arts and enrichment programming, and a second activity to capture the academic programming.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 60 PROGRAM ACTIVITIES CATEGORY
Select the most appropriate category for each of your Individual and Group activities. Examples include:
 Academics – includes literacy, math, STEM and STEAM programming  Arts, Dance, Music and Culture
 College and Career Readiness
 Community Building
 Early Learning
 Family Engagement and Parent Education
 Field Trips
 Health Education and Wellness – includes gardening, cooking and nutrition  Internships and Employment
 Leadership and Civic Engagement – includes community service  Sports and Recreation
 Supportive Services – includes mental health services, case management, mentoring, resource referrals, legal services, housing support, restorative justice  Other

PROGRAM OPERATIONS TABLE
Provide information on the months that the program will be active, projected number of weeks the program will be active over the course of one year, and the projected days and hours of operation.

LOCATIONS OF PROGRAM ACTIVITIES
Provide information on the service site location. If your program is operating at multiple locations, provide information for each program site location. Do not include service site locations where only brief activities will take place, such as field trips or showcase event locations.

For each Service Location, provide the following information:
 Location Name: Provide a clear name for the site (do not use acronyms).  Address: Including Street Address, City, and Zip Code. o Note: RFCY uses this information to inform the Oversight Board and Richmond City Council of potential program locations and it is helpful during the review process to determine geographic diversity of programs. Please be sure to include accurate information in this section to be able to map potential service locations.  Location Type: Select from the drop-down list the most appropriate category for the proposed service site location.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 61 ACTIVITY PROJECTIONS TABLE:

Name of
Program
Activities
Category
No.

Sessions
per
Quarter
Avg. No.

Participants
Avg.

Length
per
Session
(hours)
Activity
Description
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours
Select Category
hours

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 62 PROGRAM OPERATIONS TABLE:

Number of Weeks
Operating
Days of Week
Operating
Grant Program Hours of
Operation
June 0
July 0
August 0
September 0
October 0
November 0
December 0
January 0
February 0
March 0
April 0
May 0
TOTAL Weeks Days Hours
Location(s) of Program Activities:

Location Name Address Location Type
Choose an item.

Choose an item.

Choose an item.

Choose an item.

Choose an item.

Choose an item.

Choose an item.

Choose an item.

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 63 Appendix D: Budget Template
a. Total organization budget (based on prior year’s 990, audited/reviewed financials, or income statement):$
b. Complete the budget template below for your proposed program. If needed, add rows and provide as much detail as possible in the revenue and expenditure sections.  Revenue section: List all of the revenue sources that will fund your proposed program (e.g., grants, program fees, in-kind donations) and state whether those sources are pending and/or approved. Include, the Total Project Budget as well as your organization’s RFCY request.
 Expenditures: List, with as much detail as possible, the expenditure categories (e.g. salaries, benefits, program supplies)
 The revenue total and the expenditure total in the “RFCY Request” column should match. The same is true for the “Project Budget” column.

For example, if your organization is requesting a total of $50,000 from the RFCY grant program, that amount should be listed in the “Revenue” section of the budget table. You would then need to complete the “Expenditure” section of the budget table, making sure that the total amount of the expenditures is also equal to $50,000 (the total amount of the revenue requested).
 Use the “Budget Narrative” section to justify and explain the expenditures outlined in your program budget table.

Program Budget Table

REVENUE
Category
(List Funding Sources)
RFCY Request Total Project
Budget
Revenue Status
(Approved/Pending)
Revenue Total $ $

EXPENDITURES
Funding Category RFCY Request Total Project
Budget
Budget Narrative
(if applicable)
Expenditure Total $ $

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 64 Appendix E: Letter of Agreement (LOA) Sample
This template is provided as a general guideline. If your organization has its own template, feel free to use it as long as it contains the key features of the LOA template. The LOA must include:
 Description of the nature, history and extent of the collaboration including past successes and accomplishments of the collaboration.
 Responsibilities of each party detailing administrative and operational duties including staffing, service delivery specifics, facility space, data management, evaluation, etc.  Any funds being exchanged.
 Signature of director level person or someone who has the organizational authority to enter their respective organizations into an agreement.

Letter of Agreement (LOA) for Richmond Fund for Children and Youth This Letter of Agreement establishes the intention of [ORGANIZATION 1] and [ORGANIZATION 2] to work together if RFCY funds are awarded for [Program Name]. [Give a brief description of program and any past collaboration history and successes]. [ORGANIZATION 1] will fulfill the following responsibilities:

List out responsibilities detailing administrative and operational duties including staffing, facility space, targeted numbers of priority populations to be served, type of services, frequency of services, average length of participation, location of services, and how services will be delivered.

Provide information on data management and evaluation practices. [ORGANIZATION 2] will fulfill the following responsibilities:

List out responsibilities detailing administrative and operational duties including staffing, facility space, targeted numbers of priority populations to be served, type of services, frequency of services, average length of participation, location of services, and how services will be delivered.

Provide information on data management and evaluation practices.

JOINT RESPONSIBILITIES
List out any joint responsibilities including regular meetings to align, coordinate and review services and collaboration.

COMPENSATION AND TERM
Detail any funds being exchanged. Specify the length of time for the agreement.

NOTE: It is RFCY’s expectation that all collaborating organizations written into the proposal and budget will remain in the collaboration for the duration of the 2021-2024 grant cycle period because your grant was reviewed and awarded based on these collaborations. If there needs to be any potential changes in the scope of work and budget, these need to be brought to RFCY’s attention for approval of modification in the scope of work prior to implementation. [ORGANIZATION 1] Date
[ORGANIZATION 2] Date

Richmond Fund for Children and Youth – RFP for Direct Services for FYs 2021-2024 65 Appendix F: Compliance with City Council Policies and Applicable Laws

1. The successful applicants selected shall obtain or provide proof of having a current City of Richmond Business Tax Certificate.

2. The City reserves the right to reject any and all bids.

3. Federal, State and Local Laws: The selected applicants will be required to comply with all applicable federal, state and local laws, including the City of Richmond’s Nondiscrimination Ordinance (Chapter 2.28), Business Opportunity Ordinance (Chapter

2.50), Local Employment Program Ordinance (Chapter 2.56), and Living Wage Ordinance (Chapter 2.60), if applicable. Please contact the City or RDCY staff for further information regarding the above requirements.

4. The successful applicants must complete and submit a W-9 and Supplemental Vendor forms.

5. The successful applicants must meet the applicable City of Richmond insurance requirements.

December 20, 2022
City Manager's Office
DATE: December 20, 2022
TO: Mayor Butt and Members of the City Council
FROM: Shasa Curl, City Manager
SUBJECT: City-Wide 2022 Accomplishments
FINANCIAL IMPACT: There is no fiscal impact.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The City Manager’s Office is providing an update on Citywide accomplishments during the calendar year of 2022.

RECOMMENDED ACTION: RECEIVE a presentation regarding the 2022 City-wide accomplishments – City Manager’s Office (Shasa Curl
510-620-6512).

DISCUSSION:

Departments and divisions city-wide are implementing policies, programs, initiatives and partnerships with residents, businesses, and community-based organizations (CBOs) to improve Richmond’s health equity, safety, and environment. As we come to the end of the calendar year, City staff members are proud to highlight some of the many 2022 city-wide accomplishments.

City-Wide Accomplishments
City Manager’s Office
 Prioritized filling vacancies city-wide, and hired multiple positions including but not limited to: Deputy City Manager, Director of Public Works, Deputy Director of Public AGENDA
REPORT

December 20, 2022
Works, Housing Manager, Planning Manager and Richmond Housing Authority Property Manager
 Continued the implementation of I Heart Richmond initiatives to ensure and enhance City-wide clean-ups and beautification efforts
 Supported the interdepartmental coordination for the thoughtful sunsetting of Rydin Road with an interdepartmental City team, Contra Costa Health Services (CCHS), and non-profit organizations (Housing Consortium of the East Bay (HCEB), Collaborising, Safe Organized Spaces (SOS))
 Worked collaboratively with Finance and the City Attorney’s Office to sunset the SWAPs and refinance $154 million in City debt
 Launched a new Richmond Police Department (RPD) recruitment strategy in collaboration with Human Resources and Richmond Police Department  Executed a Memorandum of Understanding with Richmond Police Officer Association (RPOA) in collaboration with Human Resources  Adopted a balanced budget on June 21, 2022, for Fiscal Year (FY) 2022-2023 and Five-Year Capital Improvement Plan (CIP) Budget in coordination with Finance  Released the Fiscal Year (FY) 2022-23 Request for Proposals (RFP) and awarded ~$3.1 million dollars to 39 youth-serving organizations via the Department of Children and Youth
Economic Development
 Economic Development published the 2022 San Francisco Business Times Richmond supplement, highlighting businesses in Richmond, received $1.3 million for the Cannabis Equity Program implementation and completed Type 1 funding for assessment and program development, and acquired BluDot Technology to introduce a business-friendly environment and market the City’s competitive advantage.
 Arts and Culture completed and installed the Osprey Bird sculpture and installation in November 2022, awarded $71,739 to FY 22-23 NPA Mini Grantees which require community engagement, and completely renovated and restored the Judy Baca Mural located on the Richmond Senior Center.
 Environmental and Health Initiatives awarded the Communities Local Energy Action Program (LEAP) Pilot technical assistance by the Department of Energy to develop an equitable strategy for transitioning existing buildings to all electric, awarded the $35 million in Transformative Climate Communities Grant from the California Strategic Growth Council through a partnership with Community Development, Community Services, and community co-applicants GRID Alternatives Bay Area, Groundwork Richmond, Trust for Public Land, and Urban Tilth/Rich City Rides, and awarded approximately $550,000 in CalRecycle Grants to address illegal dumping clean-up and Senate Bill (SB) 1383 implementation.

December 20, 2022
 Real Estate and Port generated $150,000 in revenue by executing a lease with Alcatraz Cruise, generated over $200,000 in revenue by adopting the 2022 tariff update, and completed the Marina Bay lease assignment and amendment.

Housing Authority
 Completed the construction of Hacienda and commenced leasing activities with the goal of the first tenants to occupy the building in late December 2022  Transferred the RHA Administration Building to the City of Richmond for continued use by the Richmond BUILD Program
 Submitted design review and construction permits for the rehabilitation of Nevin Plaza
Police Department
 Awarded $235,000 in grant funds from the Office of Traffic Safety (OTS) to assist with traffic enforcement operations
 Recovered 216 firearms from the streets of Richmond by patrol officers and detectives
 Participated in the national “Faith & Blue” community partnership initiative  Hired 17 new police department employees.

Fire Department
 Established a Return-to-Work policy and updated the Richmond Fire Department Policy Manual to reflect current operational procedures  Completed acting position lists for Battalion Chief, Captain, and Engineer  Interviewed 96 candidates within one week for the firefighter trainee program from over 400 applicants
 Presented fire and life safety classes with the Red Cross at Peres, Chavez, and Verde Elementary Schools to approximately 300 students
 Simulated and coordinated Richmond’s first evacuation drill at Carriage Hills and Castro Heights
Community Services
 Library and LEAP increased operational hours from 19.5 to 41 hours per week in all 3 Library locations, eliminated overdue fines on library materials, received a ~$10 million State Library grant to significantly improve the Main Library’s infrastructure, and supported 27 community members in graduating with their high school diplomas or GED certificates.
 Recreation increased in-person programming at our pools and community centers, resumed in-person sports events and special events such as 3rd of July, continued providing recreational opportunities for our youth, adult, and senior community members, beautified our community through implementation of Love Your Block

December 20, 2022
clean-up efforts, mini grants, Tool Lending Library, and new Mobile Tool Lending Library, and awarded millions in grants to upgrade the City’s existing recreation and park facilities and support recreation programs.
 Transportation launched grant funded on-demand shuttle service and carshare program, launched grant funded hybrid vehicle incentive program to serve individuals residing and working in Richmond, partnered with the Richmond Commission on Aging to expand paratransit services outreach, and hosted Drive Electric Earth Day in collaboration with Richmond MOVES.  Employment and Training graduated 49 RichmondBUILD participants, established a partnership with Richmond Promise to develop internships within the City of Richmond for Richmond Promise Graduates, YouthWORKS supported hundreds of youth with training and job placement in over 80 work sites, started to institute Metrix Learning, an online workforce training platform for all Richmond residents, and assisted over 300 former Hello Fresh employees to find employment.  Office of Neighborhood Safety was awarded $6 million from the Board of State and Community Corrections California Violence Intervention and Prevention Grant and completed its 7th cohort of the 18-month Operation Peacemaker Fellowship with 30 participants.

Public Works
 Engineering completed a Ferry to Bridge to Greenway safe routes for pedestrians and bicycles, completed Wellness Trail Phase 2 improvements, including improved sidewalks, bike lanes, and rain gardens, and completed the Via Verdi slope stabilization project including construction of a culvert in San Pablo Creek.  Building Maintenance leveled the floor at the Auditorium allowing events to resume, replastered the pool surface at Kennedy Swim Center, and reupholstered all City Council, City Clerks, and public chairs in the City Council Chambers.  Water Resource Recovery completed Wastewater Plant SCADA System, standardizing the existing SCADA network communication and the sodium bisulfite facility is 85% complete, including installation of rebar and setting forms for concrete, and 65% of construction is completed at SRF Loan Grit Basin Aerator.  Fleet hired two mechanics and purchased a new Broom Bear and electricians truck to assist with service calls.
 Abatement increased the number of free Neighborhood Dumpster Days and collected a total of approximately 400 tons of debris, assisted 660 seniors and disabled residents by removing 270 tons of debris for free from their homes during the Neighborhood Dumpster Days, and abated weeds from 72 locations to reduce fire risks.

December 20, 2022
 Streets Maintenance poured over 11,000 tons of asphalt, filled over 700 potholes throughout the city, and managed SB-1 projects to repair San Pablo Avenue from City limits to I-80.
 Parks Maintenance filled 4 positions, including 3 groundskeepers and 1 parks construction and maintenance worker, installed fibar at Lucas Park, and continued weed abatement and new planting at various locations throughout the city.

Community Development
 Awarded a $4.8 million Encampment Resolution Grant to support the resolution of the Castro Encampment
 Successfully completed the sunsetting of Rydin Encampment by executing transition plans for participants
 Awarded a $35 million Transformative Climate Communities Grant from the California Strategic Growth Council through a partnership with City Manager’s Office - Economic Development, Community Services, and community co-applicants GRID Alternatives Bay Area, Groundwork Richmond, Trust for Public Land, and Urban Tilth/Rich City Rides
Internal Services
 Finance developed and administered the Annual FY 2022-23 Operating Budget and Five-Year Capital Improvement Plan earlier than previous years, commenced work on the Budget Book automation implementation project, facilitated FY 2020-21 and FY 2019-20 Single Audit, started the FY 2021-22 Single Audit concurrently with the Annual Audit unlike prior years when it would occur in February and March of the following year and conflict with the Budget development process, and provided Grant Management training to City staff members. Payroll and Revenue implemented voter approved Measure U calculation methodology for the Business Tax, implemented DebtBook Software to manage leases and debt to comply with GASB-87, generated regular payroll runs for more than 800 temporary and permanent employees twice a month, and implemented several bargaining units’ negotiated Memorandum of Understandings (MOUs). Treasury reconciled monthly bond activity, submitted continuing disclosures and timely treasury reports with minimal variances, and executed a call of a portion of 1999-1 Limited Obligation Bonds.
 Human Resources (HR) expanded recruitment outreach by way of social media (Facebook and Instagram), hired a total of 78 new employees and 46 promotions, and initiated a the monthly HR newsletter, updating City staff on new hires, promotions, employee resources and training opportunities.  Information Technology completed more than 500 City-wide desktop deployments providing efficient and secure systems, performed a website refresh – improving

December 20, 2022
content and ease of navigation, trained departmental staff on the use of the website content management systems, and developed and implemented a City-wide monthly e-waste program eliminating more than 10 tons of e-waste to date.

City Council Office
 Published the racial equity story on Transparent Richmond  Presented a two-session Advancing Race Equity in Government training series for community partners, Richmond board members and commissioners, and City employees
 Developed, disseminated, and analyzed a 2022 Racial Equity Survey for City of Richmond employees
City Clerk’s Office
 Transitioned from the SIRE agenda management system to the eScribe agenda management system
 Led the City’s redistricting efforts which established the new voting districts and adopted Map 201
 Held the November 8, 2022, elections which consisted of 11 candidates, 1 ballot measure and vote-by-mail
City Attorney’s Office
 Point Molate: The City’s most controversial project had conflicting claims between prior developer operating under federal amended judgment and the current developer, and developed legal position to convey the property properly under the amended judgment when the new developer failed to meet conditions for closing.  Reduced City’s Liability Exposure: Reduced City liability exposure in a series of lawsuits including Butt, Campus Bay and Katz litigation.  Terminal One: Led on developing Terminal One deal points and getting agreement done to get property sold by the end of the year.
 Labor: Played major role in creating a model for analyzing costs of various labor unit agreements and oversaw negotiations.
 Litigation Management & Litigating In-House: Managed litigation with an eye toward early resolution and reduction in outside counsel expenses and started handling several litigated cases in-house.
 Risk Management Audit: Conducted comprehensive audit of risk management claims handling to improve claims management and mitigate future litigation risk.  SWAPS: Participated on team of underwriters, bond counsel, and disclosure counsel to significantly improve City’s financial position.

December 20, 2022
This report only represents a partial list of the great work provided by City staff every day in 2022. As we enter into 2023, City staff will continue to work collaboratively with community and internal and external entities to provide essential services to Richmond residents and businesses.

DOCUMENTS ATTACHED:

Attachment 1 – 2022 City-Wide Accomplishments

December 20, 2022

CITY OF

RICHMOND
2022 City-Wide Accomplishments
Sculpture: Changing Tide by Jeffrey Reed and Jennifer Madden 1

1. City Manager’s Office

2. Economic
Development

3. Housing Authority

4. Police Department

5. Fire Department

6. Community Services

7. Public Works

8. Community
Development

9. Internal Services

10. City Council Office

11. City Clerk’s Office

12. City Attorney’s Office

CITY OVERVIEW
Mural: Nevin Terrace, Jeff Carnie
2

CITY MANAGER’S
OFFICE
3

Hired Multiple
Management Positions
Including: Deputy City Manager,
Director of Public Works, Housing
Manager, Planning Manager,
Deputy Director of Public Works
I Heart Richmond
Continued implementation
to ensure city-wide cleanups and beautification
efforts
Thoughtfully Sunset the
Rydin Rd Encampment
With an interdepartmental City
team, CCHS, and non-profit
organizations
2022 ACCOMPLISHMENTS - CITY MANAGER’S OFFICE
4

Sunset
SWAPS
$154 Million
Refinanced in
City debt
85 Municipal IDs
processed
2022 ACCOMPLISHMENTS - CITY MANAGER’S OFFICE

New RPD
Recruitment
Strategy
Launched
MOU with RPOA
Executed on July 1,
2022, through June
30, 2025
Balanced Budget
Adopted on June 21, 2022,
for FY 2022-2023 and 5-
Year Capital Improvement
Plan (CIP) Budget
2022 ACCOMPLISHMENTS
6 - CITY MANAGER’S OFFICE

FY 22-23 Request
for Proposals
Finalized and released, with
a total projected amount
available of ~1.6 million
~ $3.1 Million
Awarded to 40 youthserving organizations,
covering 6 priority
areas
~ $225,000
Awarded to 15
Richmond-serving
organizations
through ECIA
2022 ACCOMPLISHMENTS - DEPARTMENT OF

CHILDREN AND YOUTH
7

ECONOMIC

DEVELOPMENT
8 Arts and Culture, Economic Development,
Environmental Initiatives, Port, and Real Estate

Osprey Bird
Sculpture
Completed and
installed in November
2022
$71,739
Awarded to FY 22-23 NPA
Mini Grantees which
require community
engagement
Richmond Senior
Center Mural
Renovated and
restored
2022 ACCOMPLISHMENTS - ARTS & CULTURE
Osprey Bird by Scientific Art Studio
Banners by Washington
School in collaboration with
Arts of Point Richmond
Mural: Judy Baca
9

2022 San Francisco
Business Times
Supplement published,
highlighting businesses in
Richmond
$1.3 Million
Received for Cannabis
Equity Program, and
completed Type 1 funding
BluDot Technology
Acquired to introduce a
business-friendly
environment and market the
City’s competitive advantage
2022 ACCOMPLISHMENTS - ECONOMIC DEVELOPMENT
10 Page 290 of 2052
$35 Million
Awarded in the state’s
Transformative
Climate Communities
Grant
Communities Local
Energy Action Program
Pilot technical assistance awarded
to develop an equitable strategy for
transiting existing buildings to all
electric
~ $550,000
Awarded in CalRecycle
Grants for illegal dumping
clean-up and SB 1383
implementation
2022 ACCOMPLISHMENTS - ENVIRONMENTAL INITIATIVES
11

$150,000
Revenue generated by
executing lease with
Alcatraz Cruise
~ $200,000
Revenue generated
through adoption of
2022 Tariff update
Marina Bay Lease
Assignment and
amendment
approved by City
Council
2022 ACCOMPLISHMENTS - REAL ESTATE & PORT
12

HOUSING

AUTHORITY
13

Completion of
Hacienda
Leasing available
December 2022
RHA Administration
Building
Transferred to the City of
Richmond for the
RichmondBuild Program
Design Review
and Permits
Submitted for Nevin
Plaza
2022 ACCOMPLISHMENTS - HOUSING AUTHORITY
14

POLICE

DEPARTMENT
15

$235,000
Awarded in grant
funds from the Office
of Traffic Safety
216
Firearms recovered
from the streets of
Richmond
17 New employees
recruited and hired
2022 ACCOMPLISHMENTS - POLICE DEPARTMENT
16

FIRE DEPARTMENT
17

Evacuation Drill
Simulated and
coordinated at Carriage
Hills and Castro Heights
~ 300 Students
Received fire and
life safety classes
96 Candidates
interviewed for
Firefighter Trainee
2022 ACCOMPLISHMENTS - FIRE DEPARTMENT
18

COMMUNITY SERVICES
Employment & Training , Library and
LEAP, Office of Neighborhood Safety,
Recreation, Transportation
19

41 Operational Hours
Per week
established in all
3 library locations
100%
Fines on library
materials
eliminated
27 Community Members
Supported in
graduating with their
high school diplomas
or GED certificates
2022 ACCOMPLISHMENTS - LIBRARY & LEAP
20

Reopened
Pools and community
centers, resumed
in-person
programming
Beautified
The community
through Love Your
Block cleanup
efforts & Mini Grants
Applied and awarded
Numerous grants to
upgrade existing
Recreation and Park
facilities
2022 ACCOMPLISHMENTS - RECREATION
21

On-Demand
Shuttle Service
Launched with
funds secured
through the State
Partnership with
Richmond Commission
on Aging
To assist clients understand
alternative travel choices
Drive Electric Earth
Day Event
Held in
collaboration with
Richmond MOVES
2022 ACCOMPLISHMENTS - TRANSPORTATION
22

Partnership
Established with
Richmond Promise to
develop internships
49 RichmondBUILD
graduates
completed the
program
~ 300 former Hello
Fresh Employees
Assisted in finding
employment
2022 ACCOMPLISHMENTS - EMPLOYMENT & TRAINING
23

$6 Million
Awarded the Violence
Intervention and Prevention
Grant
7 th Cohort
Completed of the 18-
month Operation
Peacemaker Fellowship
30 Participants
Experienced
transformations
2022 ACCOMPLISHMENTS - OFFICE OF NEIGHBORHOOD
SAFETY
24

PUBLIC WORKS
Abatement, Building Maintenance,
Engineering, Fleet, Parks
Maintenance, and Water
Resource Recovery
25

~ 600 Seniors and
Disabled Citizens
Assisted by removing 270 tons of
debris from their homes during
Neighborhood Clean-Ups
~ 400 Tons of
Debris
Collected from the
annual Neighborhood
Dumpster days
72 Locations
Abated for weeds,
reducing the risk of
fires
2022 ACCOMPLISHMENTS- ABATEMENT
26

Leveled Floor
At the Auditorium
allowing events
to resume
Replastered Pool
Surface
At Kennedy Swim
Center
Council Chamber
Prepared and
reconfigured for
return to in-person
Council meetings
2022 ACCOMPLISHMENTS- BUILDING MAINTENANCE
27

Ferry to Bridge to
Greenway
Safe routes for
bicycles created
Wellness Trail
Improvements
Completed, including
improved sidewalks, bike
lanes, and rain gardens
Via Verdi Slope
Stabilization
Completed,
constructing a culvert
in San Pablo Creek
2022 ACCOMPLISHMENTS- ENGINEERING
28

2 Mechanics
Hired
Broom Bear and
Electricians Truck
Purchased to
assist with service
calls
2022 ACCOMPLISHMENTS - FLEET
29

4 Positions Filled
3 groundkeepers and 1
parks construction and
maintenance worker
Fibar Installation
At Lucas Park in
January 2022
Weed abatement
and new planting
At various locations
throughout the City
2022 ACCOMPLISHMENTS- PARKS MAINTENANCE
30

~ 11,000 Tons of
Asphalt
Poured, equal to
over 16 lane miles
~ 700 Potholes
Filled throughout
the City
Managed SB-1
Projects
To repair San
Pablo Avenue from
City limits to I-80
2022 ACCOMPLISHMENTS- STREETS MAINTENANCE
31

Wastewater Plant
SCADA System
Completed, standardizing
the existing SCADA
network communication
Sodium Bisulfite
Facility
At 85% completion, including
installation of rebar and
setting forms for concrete
SRF Loan Grit
Basin Aerator
At 65%
completed
construction
2022 ACCOMPLISHMENTS - WATER RESOURCE

RECOVERY
32

COMMUNITY

DEVELOPMENT
133
Building, Code Enforcement, Housing,
Planning, Successor Agency

$4.8 Million
Awarded in Encampment
Resolution Grant to
support resolution of
Castro Engagement
Sunsetting of Rydin
Encampment
Successfully completed
by executing transition
plans for participants
$35 Million
Awarded in the state’s
Transformative
Climate Communities
Grant
2022 ACCOMPLISHMENTS - COMMUNITY DEVELOPMENT
34

INTERNAL SERVICES
Finance, Human Resources, and
Information Technology
35

FINANCE
36

FY 2022-23
Operating Budget
Adopted and administered, along
with a five-year Capital
Improvement Plan on June 21, 2022
Contracts and Grant
Management
Training
Provided to all City
staff
FY 2020-21 &
2019-20 Audits
Completed, and
commenced FY2021-
22 Single Audit
2022 ACCOMPLISHMENTS - BUDGET
37

Measure U
Calculation
Methodology
Implemented for
Business Tax
DebtBook Software
Implemented to
manage leases and
debt to comply with
GASB-87
~ 800 Temporary &
Permanent Employees
Payroll generated
regularly twice a month
2022 ACCOMPLISHMENTS - PAYROLL & REVENUE
38

Treasurer Report
Submitted by
reconciling monthly
bond activity
Timely
Submissions
Of the continuing
disclosures
Pension
Obligation Bond
Refinanced
2022 ACCOMPLISHMENTS - TREASURY
39

HUMAN

RESOURCES
40

Expanded
Recruitment Outreach
By way of social
media (Facebook
and Instagram)
78 New Hires
46 promotions
Including Director of Public
Works, Deputy City
Manager, Housing Manager
HR Monthly Newsletter
Launched for City staff
2022 ACCOMPLISHMENTS - HUMAN RESOURCES
41

INFORMATION

TECHNOLOGY
42

~ 500 Desktops
Deployed by
implementing
City-wide desktop
deployment
Website Refresh
Performed to
improve content
and ease
navigation
~ 10 Tons of Waste
Eliminated by the
implementation of a
City-wide monthly ewaste program
2022 ACCOMPLISHMENTS - INFORMATION TECHNOLOGY
43

CITY COUNCIL
OFFICE
44

Published
The racial equity
story on
Transparent
Richmond
Presented
Advancing Race Equity in
Government training series
for City staff, Commissioners
and community partners
Developed
A 2022 Racial
Equity Survey for
City of Richmond
employees
2022 ACCOMPLISHMENTS - CITY COUNCIL OFFICE
45

CITY CLERK’S
OFFICE
46

Transitioned
From SIRE
agenda
management
system to Escribe
Redistricted
The voting
districts and
adopted Map 201
Held
November 8th
elections – 11
candidates & 1
measure
2022 ACCOMPLISHMENTS - CITY CLERK’S OFFICE
47

CITY ATTORNEY’S
OFFICE
48

Pt. Molate
Litigation
Reduced City’s
Liability Exposure
Terminal One
Deal
2022 ACCOMPLISHMENTS - CITY ATTORNEY’S OFFICE
49 Litigation Management
& In-House Litigation
Labor
Negotiations
Risk Management
Audit

THANK
YOU
50

December 20, 2022
Community Development
DATE: December 20, 2022
TO: Mayor Butt and Members of the City Council
FROM: Lina Velasco, Director of Community Development
Jesus Morales, Housing Manager
SUBJECT: Contract Amendment No. 1 with The Center for Common Concerns, Inc. dba Homebase
FINANCIAL IMPACT: Funding for this contract amendment is available in fiscal year 2022-2023 Planning Professional Services budget
(Account String - 15061219-400201)

PREVIOUS COUNCIL
ACTION:

November 2, 2021

STATEMENT OF THE
ISSUE:

City staff is requesting City Council authorization to
execute a contract amendment no. 1 with The Center for
Common Concerns, Inc. dba Homebase, to increase the
contract amount by $40,000 and extend the term through
June 30, 2023, to continue to provide additional services related to preparation of the City’s Homelessness
Strategic Plan to reduce and prevent homelessness in
our city and strengthen the physical health, mental
health, and social service supports for our unhoused
residents in Richmond.

RECOMMENDED ACTION: APPROVE contract amendment no. 1 with The Center for Common Concerns, Inc. dba Homebase, to increase
the contract limit by $40,000, for a total amount not to exceed $140,000, and extend the term through June 30,
2023, to provide additional services related to preparation of the City’s Homelessness Strategic Plan – Community
Development Department (Lina Velasco/Jesus Morales
510-620-6706).

AGENDA
REPORT

December 20, 2022
DISCUSSION:

On November 2, 2021, the City Council approved a competitively bid $100,000 contract with The Center for Common Concerns, Inc. dba Homebase to assist the City in developing a Homelessness Strategic Plan (HSP). A portion ($50,000 of the $100,000) of the HSP is being paid by All Home, a regional non-profit that works across regions and sectors to advance coordinated, innovative service delivery and build coalitionsupported momentum to challenge the long-standing systems that perpetuate homelessness. The City is funding its portion using Planning funds.

Due to the complexity of the homelessness issue, the timeline for forming the Steering Committee, whose role it is to guide the Strategic Planning work and engagement strategy, extended beyond initial estimates in the original scope of work. Homebase team members worked closely with City of Richmond staff to ensure that the Steering Committee was representative of various backgrounds, professional experiences, and perspectives. Thoughtful recruitment of members was time consuming but essential to the success of the planning process. Delays in the formation of the Steering Committee extended the timeline of the work more generally, by approximately three months.

At the request of the Steering Committee and with permission of City staff, Homebase expanded Stakeholder Engagement significantly for unhoused individuals. The original scope of work contemplated one virtual focus group, while the team executed 24 inperson interviews, in multiple locations across encampments and shelters. This involved more planning, travel, facilitation time, and time to code/analyze qualitative data trends.

A study session with the City Council to provide input and direction on priorities identified in the draft plan is proposed, along with a Community Workshop to present the draft plan and receive feedback. Homebase will design and facilitate this meeting as well as incorporate feedback into the Strategic Plan. This extra unhoused and community engagement to receive input and feedback necessitates that the contract funds be increased.

DOCUMENTS ATTACHED:

Attachment 1 – Amendment No. 1
Attachment 2 – Standard Contract

CITY OF RICHMOND

CONTRACT AMENDMENT
Department: Project Manager:

Project Manager E-mail: Project Manager Phone No:

P.R. No: Vendor No: P.O./Contract No:

Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)

Term, Payment Limit and Service Plan
Payment Limit and Service Plan

Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:

1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]

2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original
contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.

3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.

Contract Amendment/EJ/TE 09-26-07

4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.

5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.

6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.

7. Signatures. These signatures attest the parties’ agreement hereto:

CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:

I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.

By _______________________
City Clerk
Approved as to form:

By_______________________
City Attorney
List of Attachments:

1. Amendment Provisions

2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.

Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)

1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
____________________________________________________________ (Insert original contract commencement date)
and it terminates
___________________________________________________.
(Insert new contract termination date)
unless sooner terminated as provided herein."

2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”

3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:

Contract Amendment/EJ/TE 9-26-07

City of Richmond Homelessness Strategic Plan

RATIONALE FOR REVISED SCOPE
The timeline for forming the Steering Committee whose role it is to guide the Strategic Planning work extended beyond initial estimates in the original scope of work. Homebase team members worked closely with City of Richmond staff to ensure that the Steering Committee was representative of various backgrounds, professional experiences, and perspectives. Thoughtful recruitment of members was time consuming but essential to the success of the planning process. Delays in the formation of the Steering Committee extended the timeline of the work more generally, by approximately three months.

At the request of the Steering committee and with permission of city staff, Homebase expanded Stakeholder Engagement significantly for unhoused individuals. The original scope of work contemplated one virtual focus group, while the team executed 24 in-person interviews, in multiple locations across encampments and shelters. This involved more planning, travel, facilitation time, and time to code/analyze qualitative data trends.

City staff have requested a Community Workshop to present the plan and receive feedback. Homebase will design and facilitate this meeting as well incorporate feedback into the Strategic Plan.

REVISED SCOPE OF WORK AND SCHEDULE
Phase I: Background, Vision, and Initial Outreach
Assessment of Existing Systems and Services – March – July 2022 Environmental Scan and Gaps Analysis
Homebase with gather information and data to develop a baseline understanding of the City of Richmond’s strengths, needs, and gaps in relation to homelessness. As part of this phase, Homebase will carry out an environmental scan and needs assessment/gaps analysis that identifies existing housing and services, unmet needs, and priority gaps to be addressed. This assessment will be conducted based on review of key documents; analysis of HMIS and other data on numbers, needs and performance; targeted discussions with key stakeholders to contextualize the data and information gathered; client focus groups; and/or provider e-surveys. The gaps analysis will look at the homelessness system of care through an equity lens, overall and at sub-population and sub-regional needs and differential access, and it will consider both the need for new programs as well as improvements to the operation of existing housing and services. Our team will also look at current and anticipated impacts and evolving conditions resulting from COVID-19 and its aftermath. We will review and analyze All Home’s Regional Action Plan and other initiatives underway in the city, county, and region to ensure that the plan is informed by and aligned with the work that has already begun.

Establishment of a Strategic Planning Steering Committee In our experience with strategic planning, Homebase has found the early recruitment and engagement of a Strategic Planning Steering Committee has been key to the overall success of the planning process, resulting in shared strategies across departments and other city-wide stakeholders. This Steering Committee would oversee and advance the strategic planning process and may include representatives of the Homelessness Task Force, City Council Ad-hoc Committee on Homelessness, and City Council; members of the community with lived experience of homelessness; and/or other stakeholders identified by the City. If the City of Richmond chooses to convene a Steering Committee, Homebase would attend and facilitate monthly meetings and develop agendas, announcements, and meeting materials. Our team would host the meetings via a virtual platform in light of ongoing public

City of Richmond Homelessness Strategic Plan
health concerns due to the COVID-19 pandemic. During this phase, the Steering Committee would be a forum for initial discussion of persistent challenges and emerging opportunities for critical investment.

The Steering Committee would also review and approve Homebase’s Planning Process and Stakeholder Engagement Plan to establish a guiding vision and goals for the planning process and subsequent Plan implementation.

Community and Stakeholder Engagement – August – October 2022 We have found that engaging a wide range of stakeholders in the planning process and providing meaningful opportunities to provide input and feedback is paramount for a successful strategic plan and implementation. Stakeholder engagement not only supports the development of a community-informed strategic plan; it also serves to build momentum and enthusiasm, building consensus and buy-in on strategies and next steps. As such, Homebase will facilitate a comprehensive community engagement process that ensures that planning and recommendation development is based on concrete information about local needs and resources. Building upon the environmental scan and gaps analysis, we will conduct a deeper assessment of strengths and needs grounded in community engagement via a community kick-off event, virtual stakeholder interviews and focus groups (which may be conducted in Spanish as needed), community work sessions, and meetings with City staff. While we will employ these key methods, we have found that community outreach and engagement is often an iterative process where new ideas, additional gaps, and questions arise throughout the planning process. We therefore develop our processes to leave room for additional outreach and engagement as needed to fully assess community needs and resources. Homebase will work with City staff to design and facilitate virtual convenings in light of ongoing public health concerns. Our team has the capability and experience necessary to successfully conduct engaging online meetings with diverse stakeholders that leverage technology, use adult learning principles, and are inclusive of people with varying degrees of access, comfort, and facility with technology. We will work with the City to develop agendas, discussion questions, infographics, and other materials necessary for the following community engagement activities.

Community Kick-Off Event and Planning Workshop (September 2022) We propose to initiate community engagement with a Community Kick-Off Event / Workshop. This event would be open virtual meeting aimed at achieving early engagement and buy-in from key stakeholders, and the session would be scheduled to ensure broad participation and attendance. The event will be organized with the goal of inviting everyone with any interest in the plan, including City officials and staff, housing and service providers, representatives from schools, law enforcement, healthcare and other affected systems, business and community leaders, individuals with lived experience of homelessness, and members of the general public. If the meeting includes breakout sessions, one of the breakout groups will be facilitated and conducted in Spanish. This event will be structured to both build community-wide support for the planning process and gather initial information to guide planning. As such, meeting participants will receive information about homelessness in the City and general information on best practices and will have the opportunity to provide initial feedback to the process about needs, gaps, and existing service system performance.

Key Stakeholder Interviews (October 2022)
Identifying key stakeholders to provide in-depth information via individual interviews is an important element of the strategic planning process. We will work with the City and/or Strategic Planning Steering Committee to identify 4-5 key stakeholders for interviews. We have also found that stakeholders who may best inform the process via interviews are often identified during the process of community meetings and outreach.

Focus Group Meetings (August-September 2022)
To further contextualize our analysis of gaps, needs and resources, and to solicit additional input from the community, we also propose a series of 6-8 virtual meetings with key stakeholders, with the

City of Richmond Homelessness Strategic Plan
participation and structure developed in partnership with City staff. These meetings will include focus groups with direct service providers, the local business community, and may also include an internal inter-departmental City staff meeting, and/or topical subcommittee sessions. In addition, we will conduct in-person interviews of people with Lived Experience of Homelessness at up to three encampments and/or shelters, aiming for a diversity of experiences and background of participants. These meetings will seek to engage the knowledge and experiences of a cross-section of those closest to the issue of homelessness in the City, including City staff, City Council members, housing and homeless service providers, public and behavioral health providers, business groups, civil rights organizations, court officials, public safety providers, education providers, economic and workforce development providers, neighborhood associations, and especially people with lived experience of homelessness. The structure of these focus groups, invited participants, and outreach and engagement methods will be determined in consultation with the Steering Committee and/or City staff and will take into consideration logistical constraints due to COVID-19 as necessary. We propose to provide gift cards to honor the time of individuals with lived experience of homelessness who participate in focus groups. Focus groups may be conducted in Spanish if desired.

Synthesis and Recommendations – October – November 2022 Homebase will analyze the information gathered during initial assessment and stakeholder engagement processes to develop a set of findings and recommendations that identify overall strengths and challenges, unmet needs, priority gaps, funding sources, and opportunities present in the City of Richmond to address homelessness. Our team will work with the Steering Committee and/or City staff to flesh out and refine the mission, goals, objectives, and strategies/action steps to guide the City in addressing homelessness over the next five years.

Best Practices and Data Analysis
Homebase will carry out relevant data analysis and research on evidence-based and best practices in similar communities and high performing homeless service systems. This will be informed by our extensive experience developing, implementing and evaluating coordinated entry systems; planning and supporting homeless response and affordable housing systems; providing technical assistance to actualize Housing First programs; and building system capacity through funding, staffing, strong governance structures, community coordination and optimized Homeless Management Information Systems. Homebase will also analyze data related to racial and ethnic disparities and homelessness in Richmond. This information will support the work of the Steering Committee or City staff in considering key elements and recommendations for the strategic plan and ensuring they are not further contributing to inequalities by having a disparate impact on people based on their race or ethnicity.

Presentation of Initial Findings
Homebase will present our analysis, findings, and recommendations to City Council via an online presentation. The presentation will include opportunity for feedback and refinement of priorities and goals.

Phase II: Creation, Outreach, and Presentation of Strategic Plan Based on continued input from stakeholders, including City staff, the Strategic Planning Steering Committee, City Council, and other stakeholders, our team will develop strategies and a strategic plan document, through a process that supports actionable implementation.

City of Richmond Homelessness Strategic Plan
Draft Plan Strategies and Framework – December 2022-March 2023 Plan Drafting and Feedback (December 2022-January 2023) Based on information gathering, analysis, and community input completed during Phase I, our team will develop a draft of initial strategies and the Strategic Plan framework. The framework will include:
• The overall vision statement and mission of the Plan; • Information from the community resources and needs assessment phases, identifying strengths, unmet needs, priority gaps, and opportunities;
• Priority areas for action, as defined by the Steering Committee and other stakeholders, with information clarifying issues and needs;
• Goals, objectives, and recommendations for each priority area of action; and • Concrete implementation plan, identifying responsible parties, timelines, funding sources, and establishing metrics to be used, with data sources, for evaluating success in Plan implementation.

The draft framework and corresponding Strategic Plan may focus more narrowly than the initially information gathering and analysis, at the direction of the Steering Committee (ie. The Steering Committee may choose to narrow the plan to focus on strategies to solve unsheltered homelessness).

Presentations of Initial Strategies and Framework
Draft strategies and the Plan framework will be presented to the Steering Committee for initial feedback.

Community Workshop (January 2023)
The strategies will then be presented at a community workshop, open to the public, to develop buy-in and to empower the community to participate in implementation. The Homebase team will work with City Staff to ensure the Community Workshop is well publicized in advance of the session. Held virtually, the Workshop will be highly interactive - designed and facilitated with the goal of maximizing input of the citizens of Richmond. The Homebase team intends to incorporate members of the Steering Committee into the Community Workshop which will take additional outreach and preparation of available Steering Committee members. Homebase will collect Community member input at the Workshop as well as through an established Community Comment period which will be advertised through the City’s website.

Begin Preliminary Implementation (February/March 2023)
Even prior to Plan finalization and approval, we have found that there are often recommendations identified which have broad consensus, and successful early implementation of these can offer a chance to practice new partnerships, collaboration, and communication, all of which will be essential to full Plan implementation. It also helps to reinforce planning process momentum and purpose. Our team will work with City staff, the Steering Committee, and other stakeholders to identify actions whose implementation can begin immediately. These may be framed as “The First 100 Days” and other very short-term targets to practice aiming at collective targets and achieving success that fuels action for longer-term gains.

Finalization and Approval of Strategic Plan – February-April 2023 City Council Study Session (February 2023)
The Homebase team will lead the development of study session materials including key communications, final plan, and in-meeting slide deck. The Homebase team will lead the presentation with city staff available as needed for questions. Homebase will collect input and make adjustments to

City of Richmond Homelessness Strategic Plan
the plan as requested by City Councilmembers. Barring the request of any substantial revisions, the Homebase team will plan to attend the April City Council meeting seeking approval of the plan.

Finalize City of Richmond Homelessness Strategic Plan
Homebase will incorporate feedback gathered during presentations of the initial strategies and Plan framework into a final version of the City of Richmond Homelessness Strategic Plan. The Plan will identify City actions that support County and regional efforts, are not duplicative, and leverage additional resources for collective impact on homelessness. We will propose ideas for the City to consider to maximize the impact of its housing and service dollars and to ensure appropriate coordination with the County. Our team will create a Strategic Plan document that is user-friendly, easy to read, and accessible for a broad audience, making use of graphics to illustrate key concepts.

Present Final Strategic Plan (March/April 2023)
The final Strategic Plan will be presented for approval by City Council, as well as by any other appropriate bodies. The final Plan will be focused on key goals and outcomes and will be useable in both print and electronic formats.

The information provided in this proposal does not constitute legal advice or advertise legal services.

Homebase does not enter into attorney-client relationships.

REVISED BUDGET
Task 1: Assessment of Existing Systems & Services $45,000 Task 2: Community & Stakeholder Engagement $45,000
Task 3: Synthesis & Recommendations $15,000
Task 4: Draft Plan Strategies & Framework $20,000
Task 5: Finalization & Approval of Strategic Plan $15,000 Total: $140,000

Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (AMENDMENT HISTORY)
The first Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan
The second Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan
The third Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan
The fourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan
The fifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.

CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability coverage, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).

3. Original and Separate Additional Insured Endorsement for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.

5. Original and Separate Waiver of Subrogation for Workers’ Compensation insurance.

6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR is self-insured, provide a certificate of Permission to SelfInsure, signed by the California Department of Industrial Relations and SelfInsurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 2 of 3
Revised: September 2011
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

PROJECT COST REQUIRED LIMIT
$0 - $1 million $1 million p/o
$1 million - $5 million $2 million p/o
Over $5 million $5 million p/o

Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.

Required Policy Conditions
Additional Insured Endorsement Applicable to General Liability coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. If the Contractor is supplying their product or providing a service then the endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance during the life of this contract.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverage’s and cover those insured in the underlying policies.

___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:

Professional Services
Type 2 – Page 3 of 3
Revised: September 2011
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.

Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin.

The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manger. However, CONTRACTOR must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE
INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A : NAIC #
NAME: CONTACT
(A/C, No): FAX
E-MAIL ADDRESS:

PRODUCER
(A/C, No, Ext): PHONE

INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:
(Per accident)
(Ea accident)
$
$
N / A

SUBR WVDADDL
INSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
$
$ PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person) COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOS ONLY AUTOS NON-OWNED OWNED SCHEDULED

ANY AUTO

AUTOMOBILE LIABILITY

Y / N WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?
(Mandatory in NH) DESCRIPTION OF OPERATIONS below
If yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEEE.L. EACH ACCIDENT EROTH- STATUTE PER
(MM/DD/YYYY) LIMITS POLICY EXP(MM/DD/YYYY) POLICY EFFLTR TYPE OF INSURANCE POLICY NUMBER INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB
UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $
$
OCCUR
CLAIMS-MADE DED RETENTION $
PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $
EACH OCCURRENCE $ DAMAGE TO RENTED
PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED

AUTOS ONLY
7/8/2022
CalNonprofits Insurance Services
1500 41st Avenue, Suite 228
Capitola CA 95010
Sandra Johnson 213-401-1014 [email protected] Sentinel Insurance Company Ltd 11000 HOMEBAS-01 Service American Indemnity Company 39152 The Center for Common Concerns, Inc. dba Homebase
870 Market Street, Ste. 1228
San Francisco CA 94102
Capitol Specialty Insurance Corporation 10328 Houston Casualty Company 42374 1282398253 A X 2,000,000 X 1,000,000 10,000 2,000,000 4,000,000 X
Y Y 57SBABO4199SC 7/1/2022 7/1/2023
4,000,000
A 2,000,000 X X
57SBABO4199SC 7/1/2022 7/1/2023
B X
N
Y SATIS0030102 7/1/2022 7/1/2023
1,000,000 1,000,000 1,000,000
C
D
Professional Liability
Cyber Liability
SGC001080203
H22NGP216852-00
4/27/2022
7/1/2022
7/1/2023
7/1/2023
Each Act/Aggregate
Limit/Aggregate
$2MIL/$4MIL
$1MIL / $1MIL
The City of Richmond, its officers, officials, employees, agents and volunteers are named as Additional Insured with respect to General Liability as required by written contract per Endorsement Form(s) SS 00 08 and SS 12 11 attached. General Liability coverage is Primary & Non-contributory, per form SS 00 08 attached. Blanket Waiver of Subrogation applies, per form SS 12 15 and to Worker's Compensation, per form WC 04 03 attached.

City of Richmond
450 Civic Center Plaza
Richmond CA 94801 Page 345 of 2052

CITY OF RICHMOND

STANDARD CONTRACT
Department: Project Manager:

Project Manager E-mail: Project Manager Phone No:

PR No: Vendor No: P.O./Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] ,
[ ] other [specify:]

2. Term. The effective date of this Contract is and it
terminates unless terminated as provided herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed
the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.

4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

Community Development Lina Velasco
[email protected] (510) 620-6706
15184
Plan (HSP) to reduce and prevent homelessness in Richmond and strengthen the physical health, mental health, and social service supports for our unhoused residents in Richmond.

Homebase/The Center for Common Concerns shall prepare a Homelessness Strategic The Center for Common Concerns, Inc. dba Homebase
870 Market Street, Suite 1228
San Francisco, CA 94102
Nikka Rapkin, Executive Director
(415) 788-7961 [email protected]
4006-2089 November 6, 2022
November 2, 2021
December 23, 2022
100,000
✔

















/ 5961

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.

10. Signatures. These signatures attest the parties' Contract hereto:

CITY OF RICHMOND CONTRACTOR:
a municipal corporation

By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)

Title: By:

I hereby certify that this Contract Title:
has been approved by City Council.

Date Signed:

By:

City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:

By:

By: Title:

City Attorney
Date Signed:

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.

LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
The Center for Common Concerns, Inc. dba Homebase
































For the Contract between the City of
Richmond and

EXHIBIT A

SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:

City of Richmond
Homebase will prepare a Homelessness Strategic Plan (HSP) to reduce and prevent homelessness in our city and strengthen the physical health, mental health, and social service supports for our unhoused residents in Richmond as described in the attached Scope of Work.

The Center for Common Concerns, Inc. dba Homebase


















City of Richmond Homelessness Strategic Plan

SCOPE OF WORK, FEE PROPOSAL, AND SCHEDULE
Phase I: Background, Vision, and Initial Outreach
Assessment of Existing Systems and Services – Months 1-3 Environmental Scan and Gaps Analysis
Homebase with gather information and data to develop a baseline understanding of the City of Richmond’s strengths, needs, and gaps in relation to homelessness. As part of this phase, Homebase will carry out an environmental scan and needs assessment/gaps analysis that identifies existing housing and services, unmet needs, and priority gaps to be addressed. This assessment will be conducted based on review of key documents; analysis of HMIS and other data on numbers, needs and performance; targeted discussions with key stakeholders to contextualize the data and information gathered; client focus groups; and/or provider e-surveys. The gaps analysis will look at the homelessness system of care through an equity lens, overall and at sub-population and sub-regional needs and differential access, and it will consider both the need for new programs as well as improvements to the operation of existing housing and services. Our team will also look at current and anticipated impacts and evolving conditions resulting from COVID-19 and its aftermath. We will review and analyze All Home’s Regional Action Plan and other initiatives underway in the city, county, and region to ensure that the plan is informed by and aligned with the work that has already begun.

Establishment of a Strategic Planning Steering Committee In our experience with strategic planning, Homebase has found the early recruitment and engagement of a Strategic Planning Steering Committee has been key to the overall success of the planning process, resulting in shared strategies across departments and other city-wide stakeholders. This Steering Committee would oversee and advance the strategic planning process and may include representatives of the Homelessness Task Force, City Council Ad-hoc Committee on Homelessness, and City Council; members of the community with lived experience of homelessness; and/or other stakeholders identified by the City. If the City of Richmond chooses to convene a Steering Committee, Homebase would attend and facilitate monthly meetings and develop agendas, announcements, and meeting materials. Our team would host the meetings via a virtual platform in light of ongoing public health concerns due to the COVID-19 pandemic. During this phase, the Steering Committee would be a forum for initial discussion of persistent challenges and emerging opportunities for critical investment.

The Steering Committee would also review and approve Homebase’s Planning Process and Stakeholder Engagement Plan to establish a guiding vision and goals for the planning process and subsequent Plan implementation.

Community and Stakeholder Engagement – Months 3-5
We have found that engaging a wide range of stakeholders in the planning process and providing meaningful opportunities to provide input and feedback is paramount for a successful strategic plan and implementation. Stakeholder engagement not only supports the development of a community-informed strategic plan; it also serves to build momentum and enthusiasm, building consensus and buy-in on strategies and next steps. As such, Homebase will facilitate a comprehensive community engagement process that ensures that planning and recommendation development is based on concrete information about local needs and resources. Building upon the environmental scan and gaps analysis, we will conduct a deeper assessment of strengths and needs grounded in community engagement via a community kick-off event, virtual stakeholder interviews and focus groups (which may be conducted in Spanish as needed), community work sessions, and meetings with City staff. While we will employ these key methods, we have found that community outreach and engagement is often an iterative process where new ideas, additional gaps, and questions arise throughout the planning process. We therefore develop our processes to leave room for additional outreach and engagement as needed to


















City of Richmond Homelessness Strategic Plan

fully assess community needs and resources. Homebase will work with City staff to design and facilitate virtual convenings in light of ongoing public health concerns. Our team has the capability and experience necessary to successfully conduct engaging online meetings with diverse stakeholders that leverage technology, use adult learning principles, and are inclusive of people with varying degrees of access, comfort, and facility with technology. We will work with the City to develop agendas, discussion questions, infographics, and other materials necessary for the following community engagement activities.

Community Kick-Off Event and Planning Workshop
We propose to initiate community engagement with a Community Kick-Off Event / Workshop. This event would be open virtual meeting aimed at achieving early engagement and buy-in from key stakeholders, and the session would be scheduled to ensure broad participation and attendance. The event will be organized with the goal of inviting everyone with any interest in the plan, including City officials and staff, housing and service providers, representatives from schools, law enforcement, healthcare and other affected systems, business and community leaders, individuals with lived experience of homelessness, and members of the general public. If the meeting includes breakout sessions, one of the breakout groups will be facilitated and conducted in Spanish. This event will be structured to both build community-wide support for the planning process and gather initial information to guide planning. As such, meeting participants will receive information about homelessness in the City and general information on best practices and will have the opportunity to provide initial feedback to the process about needs, gaps, and existing service system performance.

Key Stakeholder Interviews
Identifying key stakeholders to provide in-depth information via individual interviews is an important element of the strategic planning process. We will work with the City and/or Strategic Planning Steering Committee to identify 4-5 key stakeholders for interviews. We have also found that stakeholders who may best inform the process via interviews are often identified during the process of community meetings and outreach.

Focus Group Meetings
To further contextualize our analysis of gaps, needs and resources, and to solicit additional input from the community, we also propose a series of 6-8 virtual meetings with key stakeholders, with the participation and structure developed in partnership with City staff. These meetings will include focus groups with individuals with lived experience and direct service providers and may also include an internal inter-departmental City staff meeting, and/or topical subcommittee sessions. These meetings will seek to engage the knowledge and experiences of a cross-section of those closest to the issue of homelessness in the City, including City staff, City Council members, housing and homeless service providers, public and behavioral health providers, business groups, civil rights organizations, court officials, public safety providers, education providers, economic and workforce development providers, neighborhood associations, and especially people with lived experience of homelessness. Focus groups with people with direct experiences of homelessness may be organized by geography, subpopulation, or program component. The structure of these focus groups, invited participants, and outreach and engagement methods will be determined in consultation with the Steering Committee and/or City staff and will take into consideration logistical constraints due to COVID-19 as necessary.

We propose to provide gift cards to honor the time of individuals with lived experience of homelessness who participate in focus groups. Focus groups may be conducted in Spanish if desired.

Stakeholder / Provider Survey
In addition to the community-wide kickoff event, individual interviews, and work sessions/focus groups, we propose conducting an e-survey for stakeholders including housing and service providers. We have found that e-surveys allow for an additional avenue to gain input from stakeholders while being respectful of time constraints and other obligations. A Spanish-language version of the survey will be created.


















City of Richmond Homelessness Strategic Plan

Synthesis and Recommendations – Months 5-6
Homebase will analyze the information gathered during initial assessment and stakeholder engagement processes to develop a set of findings and recommendations that identify overall strengths and challenges, unmet needs, priority gaps, funding sources, and opportunities present in the City of Richmond to address homelessness. Our team will work with the Steering Committee and/or City staff to flesh out and refine the mission, goals, objectives, and strategies/action steps to guide the City in addressing homelessness over the next five years.

Best Practices and Data Analysis
Homebase will carry out relevant data analysis and research on evidence-based and best practices in similar communities and high performing homeless service systems. This will be informed by our extensive experience developing, implementing and evaluating coordinated entry systems; planning and supporting homeless response and affordable housing systems; providing technical assistance to actualize Housing First programs; and building system capacity through funding, staffing, strong governance structures, community coordination and optimized Homeless Management Information Systems. Homebase will also analyze data related to racial and ethnic disparities and homelessness in Richmond. This information will support the work of the Steering Committee or City staff in considering key elements and recommendations for the strategic plan and ensuring they are not further contributing to inequalities by having a disparate impact on people based on their race or ethnicity.

Presentation of Initial Findings
Homebase will present our analysis, findings, and recommendations to City Council via an online presentation. The presentation will include opportunity for feedback and refinement of priorities and goals.

Phase II: Creation, Outreach, and Presentation of Strategic Plan Based on continued input from stakeholders, including City staff, the Strategic Planning Steering Committee, City Council, and other stakeholders, our team will develop strategies and a strategic plan document, through a process that supports actionable implementation.

Draft Plan Strategies and Framework – Months 7-9
Plan Drafting and Feedback
Based on information gathering, analysis, and community input completed during Phase I, our team will develop a draft of initial strategies and the Strategic Plan framework. The framework will include:
x The overall vision statement and mission of the Plan; x Information from the community resources and needs assessment phases, identifying strengths, unmet needs, priority gaps, and opportunities;
x Priority areas for action, as defined by the Steering Committee and other stakeholders, with information clarifying issues and needs;
x Goals, objectives, and recommendations for each priority area of action; and x Concrete implementation plan, identifying responsible parties, timelines, funding sources, and establishing metrics to be used, with data sources, for evaluating success in Plan implementation.

The draft framework and corresponding Strategic Plan may focus more narrowly than the initially information gathering and analysis, at the direction of the Steering Committee (ie. The Steering Committee may choose to narrow the plan to focus on strategies to solve unsheltered homelessness).

Presentations of Initial Strategies and Framework


















City of Richmond Homelessness Strategic Plan

Draft strategies and the Plan framework will be presented to the Steering Committee for initial feedback. The strategies will then be presented at a community workshop, open to the public, to develop buy-in and to empower the community to participate in implementation.

Begin Preliminary Implementation
Even prior to Plan finalization and approval, we have found that there are often recommendations identified which have broad consensus, and successful early implementation of these can offer a chance to practice new partnerships, collaboration, and communication, all of which will be essential to full Plan implementation. It also helps to reinforce planning process momentum and purpose. Our team will work with City staff, the Steering Committee, and other stakeholders to identify actions whose implementation can begin immediately. These may be framed as “The First 100 Days” and other very short-term targets to practice aiming at collective targets and achieving success that fuels action for longer-term gains.

Finalization and Approval of Strategic Plan – Months 9-12 Finalize City of Richmond Homelessness Strategic Plan
Homebase will incorporate feedback gathered during presentations of the initial strategies and Plan framework into a final version of the City of Richmond Homelessness Strategic Plan. The Plan will identify City actions that support County and regional efforts, are not duplicative, and leverage additional resources for collective impact on homelessness. We will propose ideas for the City to consider to maximize the impact of its housing and service dollars and to ensure appropriate coordination with the County. Our team will create a Strategic Plan document that is user-friendly, easy to read, and accessible for a broad audience, making use of graphics to illustrate key concepts.

Present Final Strategic Plan
The final Strategic Plan will be presented for approval by the Steering Committee, Homelessness Task Force, City Council ad-hoc Committee on Homelessness, and City Council, as well as by any other appropriate bodies. The final Plan will be focused on key goals and outcomes and will be useable in both print and electronic formats.

The information provided in this proposal does not constitute legal advice or advertise legal services.

Homebase does not enter into attorney-client relationships.


















1 Homebase Rates and Team Members: City of Richmond 2022 Staff Member Hourly Rate
Project Oversight: Meadow Robinson $125.80
Project Oversight: Jessie Hewins $133.92
Project Staff: Katricia Stewart $100.64
Project Staff: Collin Whelley $112.99
Project Staff: Michele Byrnes $131.96
Project Staff: Mark Mora $98.93


















For the Contract between the City of
Richmond and

EXHIBIT B

PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES

THAT EXCEED THE CONTRACT PAYMENT LIMIT UNLESS A CONTRACT

AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}

1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.

2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.

3. Contractor shall submit timely invoices to the following address:

Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:

PO Box 4046
Richmond, CA 94804-0046

4. All invoices that are submitted by Contractor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.

5. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.

7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.

Lina Velasco
The Center for Common Concerns, Inc. dba Homebase
Community Development
Lina Velasco


















For the Contract between the City of
Richmond and

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. Notices. All notices, demands, statements, or communications 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 City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.

1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

City of Richmond
Richmond, CA 94804-0046

1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

The Center for Common Concerns, Inc. dba Homebase
The Center for Common Concerns, Inc. dba Homebase
Lina Velasco
450 Civic Center Plazq
Bridget Kurtt DeJong
870 Market Street, Suite 1228
San Francisco, CA 94102


















General Conditions/EJ/TE 01-19-11 1 of 13

EXHIBIT D

GENERAL CONDITIONS

1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.

2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.

3. City Property. The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.

4. Patents, Trademarks, Copyrights and Rights in Data. Contractor shall not publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell,


















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import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.

Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.

5. 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 CITY, the State of California, and the United States Government.

If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.

6. Services. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.


















General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.

7. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, 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 City.

Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this Contract's termination (or for any further period that is required by law) and until all Federal or 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 CITY, the State of California, and the United States Government.

Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.

Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.

City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.


















General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.

8. Changes and Extra Work. All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:

Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.

If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.

In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.

9. Additional Assistance. If this Contract requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue


















General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.

10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.

City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.

11. Business License. Contractor shall obtain a Richmond Business License before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.


















General Conditions/EJ/TE 01-19-11 6 of 13

13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

15. Indemnification.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.

Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to


















General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.

The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section

15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.

16. Safety. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete


















General Conditions/EJ/TE 01-19-11 8 of 13
responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.

17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.

19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.

Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.

Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.

Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies . Contractor agrees to abide by the terms and conditions of said policies.

20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated


















General Conditions/EJ/TE 01-19-11 9 of 13
under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.

Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.

The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.

21. Integration. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.

22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.

23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and


















General Conditions/EJ/TE 01-19-11 10 of 13
City reserves the right to employ other Contractors in connection with the project.

25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.

26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.

Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.

28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:

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 purposes not directly connected with the administration of such service.

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.


















General Conditions/EJ/TE 01-19-11 11 of 13

29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."

30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.

This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.

31. 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 or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.

32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

33. Interpretation. This Contract shall be interpreted as if drafted by both parties.

34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view


















General Conditions/EJ/TE 01-19-11 12 of 13
toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.

37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.

Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

38. 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 and Taxation Code 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.

39. Performance and Final Acceptance.

Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.

Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.


















General Conditions/EJ/TE 01-19-11 13 of 13
City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.

If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.

40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.


















For the Contract between the City of
Richmond and

EXHIBIT E

SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):

The City grants to Contractor an irrevocable, non-exclusive, perpetual, royalty-free license to use, make, reproduce, prepare derivative works based upon, distribute copies of, perform, and/or display any work products developed by Contractor in connection with the services performed under this Agreement.

The Center for Common Concerns, Inc. dba Homebase


















For the Contract between the City of
Richmond and

EXHIBIT F

INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.

The Center for Common Concerns, Inc. dba Homebase


















___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:

Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.

CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);

5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.

6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.

Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR is self-insured, provide a certificate of Permission to SelfInsure, signed by the California Department of Industrial Relations and SelfInsurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).

Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.


















___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:

Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 2 of 3
Revised: September 2011
Automobile Liability (If auto is used.) $1,000,000 per occurrence for bodily injury and property damage.

Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)
Required Policy Conditions
Additional Insured Endorsement Applicable to General Liability Coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.

SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.

SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.

Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.


















___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:

Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 3 of 3
Revised: September 2011
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin.

The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.


















SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE
INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #
NAME:

CONTACT
(A/C, No):

FAX
E-MAIL
ADDRESS:

PRODUCER
(A/C, No, Ext):

PHONE

INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:
(Per accident)
(Ea accident)
$
$
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SUBR
WVD
ADDL
INSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
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BODILY INJURY (Per person)

COMBINED SINGLE LIMIT

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OWNED SCHEDULED

ANY AUTO

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Y / N

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
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If yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE
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POLICY EFF LTR TYPE OF INSURANCE POLICY NUMBER INSR
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EXCESS LIAB
UMBRELLA LIAB EACH OCCURRENCE $
AGGREGATE $
$
OCCUR

CLAIMS-MADE
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PRODUCTS - COMP/OP AGG $
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DAMAGE TO RENTED
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COMMERCIAL GENERAL LIABILITY

CLAIMS-MADE OCCUR
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POLICY PROJECT LOC

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
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SATIS0030101
Service American Indemnity Company
The Center for Common Concerns, Inc.
07/01/2021
07/01/2021 07/01/2022
Homebase
© ©

0.020
Blanket Waiver of Subrogation As required by written contrac

ON FILE WITH COMPANY


















001 (CONTINUED ON NEXT PAGE)
11/22/21 04/13/21
04/13/22
57 SBA BM6831 SC

THE CENTER FOR COMMON CONCERNS ,
INC. dba: Homebase
870 MARKET ST., STE. 1228
SAN FRANCISCO CA 94102
11/05/21
003

CALNONPROFITS INSURANCE SERVICES
150008

SENTINEL INSURANCE COMPANY, LIMITED

ANY CHANGES IN YOUR PREMIUM WILL BE REFLECTED IN YOUR NEXT BILLING STATEMENT.IF YOU ARE ENROLLED IN REPETITIVE EFT DRAWS FROM YOUR BANK ACCOUNT, CHANGES IN PREMIUM WILL CHANGE FUTURE DRAW AMOUNTS.

THIS IS NOT A BILL.

NO PREMIUM DUE AS OF POLICY CHANGE EFFECTIVE DATE

BUSINESS LIABILITY OPTIONAL COVERAGES ARE REVISED

ADDITIONAL INSURED(S) ARE ADDED

THE FOLLOWING ARE ADDITIONAL INSURED FOR BUSINESS LIABILITY COVERAGE IN THIS POLICY.

LOCATION 001 BUILDING 001
SEE FORM IH 12 00
FORM NUMBERS OF ENDORSEMENTS ADDED AT ENDORSEMENT ISSUE:

PRO RATA FACTOR: 0.436
THIS ENDORSEMENT DOES NOT CHANGE THE POLICY EXCEPT AS SHOWN.

Form SS 12 11 04 05 T Page
Process Date: Policy Effective Date:

Policy Expiration Date:

THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

POLICY CHANGE
This endorsement changes the policy effective on the Inception Date of the policy unless another date is indicated below:

Policy Number:

Named Insured and Mailing Address;
Policy Change Effective Date: Effective hour is the same as stated in the Declarations Page of the Policy.

Policy Change Number:

Agent Name:

Code:

POLICY CHANGES:


















002
11/22/21 04/13/21
04/13/22
57 SBA BM6831
003
IH12001185 ADDITIONAL INSURED - OWNER, LESSEES OR CONTRACTOR

SCHEDULED PERSON OR ORGANIZATION
Form SS 12 11 04 05 T Page
Process Date: Policy Effective Date:

Policy Expiration Date:

POLICY CHANGE (Continued)
Policy Number:

Policy Change Number:


















57 SBA BM6831

ADDITIONAL INSURED - OWNER, LESSEES OR CONTRACTOR

SCHEDULED PERSON OR ORGANIZATION
LOC 001 BLDG 001

THE CITY OF RICHMOND, ITS OFFICERS, OFFICIALS, EMPLOYEES, AGENTS AND

VOLUNTEERS
450 CIVIC CENTER PLAZA
RICHMOND, CA 94801
RE: AWARDED GRANT RECIPIENT NONPROFIT ORGANIZATION TO PROVIDE FUNDS

FOR PROGRAMS OR SERVICES
NUMBER OF JOB LOCATIONS:1
009 001
11/22/21 04/13/22
POLICY NUMBER:

THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

Form IH 12 00 11 85 T SEQ. NO. Printed in U.S.A. Page
Process Date: Expiration Date:


















December 20, 2022
Community Development
DATE: December 20, 2022
TO: Mayor Butt and Members of the City Council
FROM: Lina Velasco, Director of Community Development
Jesus Morales, Housing Manager
Subject: Contract with Housing Consortium of the East Bay (HCEB)
FINANCIAL IMPACT: The costs associated with the Housing Navigator services and Housing Trust Funds are part of the City’s $4.8 million Encampment Resolution Funding received
from the California Interagency Council on
Homelessness (Cal ICH). Therefore, this contract will not have an impact on the City’s General Fund. The services portion of the contract is in an amount not to exceed
$264,423 through December 31, 2023, with $1,000,000
of housing trust funds to support housing placement and rent assistance for encampment residents, account string 15061219-400201-16G07.

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

On April 5, 2022, the City accepted $4.8 million of
Encampment Resolution Funding from the Cal ICH to
help provide services at the Castro encampment to
resolve the encampment and restore the site to its
original use. The City’s project proposal included hiring a housing navigator to support encampment residents in
finding and securing housing and outreaching to
landlords and housing providers to place encampment
residents. After a competitive bidding process, Housing Consortium of the East Bay was selected as the best
AGENDA
REPORT

December 20, 2022
qualified to provide these services for the Castro
Encampment Resolution Project.

RECOMMENDED ACTION: APPROVE a contract with Housing Consortium of the East Bay (HCEB) in the amount of $1,264,423, to provide Rapid Rehousing and Housing Navigation services for
the Castro Encampment including the administration of
$1,000,000 of Housing Trust Funds, for a term through
December 31, 2023, to be funded using the City’s
Encampment Resolution Funds – Community
Development (Lina Velasco/Jesus Morales 510-620-
6649).

DISCUSSION:

In December 2021, the City applied for Encampment Resolution Funding (ERF) seeking resources from the State of California to fund a local demonstration project, which would provide services to address the immediate crisis of experiencing unsheltered homelessness in encampments; support people living in encampments onto paths to safe and stable housing; and result in sustainable restoration of public spaces to their intended uses while safeguarding the needs of unhoused people seeking shelter.

Applications were required to focus on one encampment site. City staff selected the Castro Encampment for this funding application.

On February 24, 2022, the City was provided a notice of intent to award the ERF. The City Council accept the grant at its April 5, 2022, meeting.

Summary of Castro Encampment Resolution Project
The ERF project includes funding to hire an ERF Project Manager (City Council authorized contract with Way 2Love, Inc.) to lead the Castro Site Care Team (SCT), which will include a Site Manager, Rapid Rehousing and Housing Navigator, a dedicated CORE team comprised of an outreach specialist and social worker (City Council authorized a contract with Contra Costa County), a security team to provide 24 hour security (City Council authorized an emergency contract with Ascend for a two month period), and other providers working directly with encampment residents to triage and ensure services are timely, responsive, coordinated, trauma-informed, and achieving goals and objectives.

The Castro Encampment Resolution Project (CERP) encompasses a two-year plan to deliver an array of services to individuals currently living in the 2.66-acre vehicle encampment near Castro and Hensley Streets. The project aims to move all encampment residents into stable housing by December 2023 or sooner. The Rapid Rehousing and Housing Navigator’s role is to facilitate the transitioning of residents from the encampment to stable housing options and coordinate with other service

December 20, 2022
providers to provide them services that include assessing their behavioral and health needs, providing job-related training and support, and other individualized services.

Grounded in Housing First principles, the CERP is an innovative model whose successes—and challenges—will be continuously evaluated, so that the approach can be refined and replicated throughout the State.

Summary of HCEB Rapid Rehousing and Housing Navigation Services The proposed contract includes the following personnel from HCEB: Program Manager that would provide supervision of the Housing Navigator, a FTE Housing Navigator and a FTE Program Assistant who will work one-on-one with residents to develop a housing transition plan, ensure residents are document ready, assist with setting and attending appointments, and assist with housing search and support. In addition, HCEB will work with their network of housing providers as well as with leads provided by other program partners to find housing that meets the needs of the individual residents. HCEB will also work with prospective landlords to promote the program and maintain ongoing landlord relationships through the lease up process and occupancy period to address any issues related to the tenancy of the Castro encampment residents.

As part of the proposed contract, HCEB would help in the distribution of the Housing Trust Funds, approximately $1,000,000, to assist the 60+ Castro encampment residents with rent assistance, housing deposits, housing document readiness, and housing costs. HCEB will also have the obligation to verify and account for expenses outlined in approved Housing Plans.

Summary of Competitive Bidding Process
The City issued a Request for Proposals (RFP) via BidsOnline on July 18, 2022, with responses due August 18, 2022. The RFP was sent to 435 potential vendors and 17 were identified as prospective bidders. Two vendors submitted proposals. City staff debated the merits of seeking more responses but decided to consider the two submittals since one respondent is currently providing rehousing navigation services for another unhoused encampment and felt that would provide some measure of their ability to perform for this contract which resulted in delaying the approval process. The two submittals were reviewed by the City’s Housing Manager, City’s Castro Encampment Resolution Project Manager, and the Homeless Manager for the City of Fairfield. All three reviewers agreed that HCEB was the most qualified respondent to perform the services for the Rapid Rehousing Navigation Services for the Castro Encampment Resolution Project. Nonetheless, interviews were scheduled with each respondent to provide them further opportunity to present their qualifications. Based on evaluation of the respondents’ proposals and the interviews held, the recommendation of the reviewing panel was to award the contract to Housing Consortium of the East Bay.

December 20, 2022
CONCLUSION:

The service provider for the Rapid Rehousing Navigation Services for the Castro Encampment Resolution Project is needed to ensure timely management of housing services for encampment residents and timely expenditure of the grant funds. City staff recommends approving the contract to Housing Consortium of the East Bay for the Rapid Rehousing and Housing Navigation Services.

DOCUMENTS ATTACHED:

Attachment 1 – HCEB Contract
Attachment 2 – Request for Proposals
Attachment 3 – BidsOnline Report
Attachment 4 – Evaluation Matrix

CITY OF RICHMOND

STANDARD CONTRACT
Department: Project Manager:

Project Manager E-mail: Project Manager Phone No:

PR No: Vendor No: P.O./Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] ,
[ ] other [specify:]

2. Term. The effective date of this Contract is and it
terminates unless terminated as provided herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed
the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.

4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.

10. Signatures. These signatures attest the parties' Contract hereto:

CITY OF RICHMOND CONTRACTOR:
a municipal corporation

By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)

Title: By:

I hereby certify that this Contract Title:
has been approved by City Council.

Date Signed:

By:

City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:

By:

By: Title:

City Attorney
Date Signed:

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.

LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07

For the Contract between the City of
Richmond and

EXHIBIT A

SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:

For the Contract between the City of
Richmond and
Housing Consortium of the East Bay
(HCEB)
_____________________________
Landlord Liaison services include:
• Outreach to individual landlords and landlord associations to promote the program and network
• Maintain ongoing landlord contact through lease up process and occupancy to address issues related to the tenancy of the Castro Encampment residents • Landlord outreach to include non-traditional housing providers • Solicit landlord testimonials to be utilized for marketing and outreach Staffing/Program Oversight
• The Housing Navigation Program Manager will supervise the HCEB team and provide participant-facing services as outlined above. The Program Manager will be an exempt position, allowing maximum flexibility of work schedule to best meet the needs of the Castro Encampment participants.
• The Housing Navigator will provide participant-facing services as outlined above. • The Program Assistant / Landlord Liaison will support data entry, funds administration and provide general administrative support. Additionally, the Program Assistant will be the program point person and outreach to all landlords associated with the program.
a. Engagement Services to be provided by the Contractor i. Build trusting relationships and develop a rapport that leads to acceptance and openness to receiving or seeking housing navigation services. ii. Inform participants of housing opportunities.
iii. Attend program meetings for participants to introduce services and highlight participant success stories.
iv. Manage flexible funds designed to assist clients with expenses related to vehicle issues (e.g., emergency repairs, registration, etc.).

C. SERVICE OBJECTIVES AND REPORTING

1. Contractor shall meet the following Outcome Objectives a. One hundred percent of program participants will receive Housing Navigation Services
b. One hundred percent of program participants will receive referrals to available housing and shelter options

For the Contract between the City of
Richmond and
Housing Consortium of the East Bay
(HCEB)
_____________________________

2. Reporting
a. Reports shall be submitted electronically by Contractor on a weekly basis on Friday of each week.
b. Reports shall be submitted to Vanessa Calloway, Way2Love with a copy to Jesus M. Morales, Housing Manager.
c. Reports will include the following:
i. Total number of program participants receiving housing navigation services during reporting period.
ii. Total number of landlord contacts during reporting period. iii. Number of participants who exited to housing or shelter during the period since the previous report, and cumulatively with outcomes for each. iv. Housing Trust Funds disbursed during reporting period, including amount and purpose of payments
v. Housing Trust Funds disbursed over program period, with running balance of funds remaining

3. Timeline
Tasks Month
Meet with City Staff and the Castro Encampment Resolution Project Manager to discuss project goals and objectives.

December 2022
Implementing the Castro Rapid Rehousing Navigation Services, including developing systems, policies, procedures, and recruiting landlords.

December 2022-
January 2023 and
ongoing.

Meet and greet at Castro residents at resident meeting. January 2023 Initiate and complete resident assessments to determine housing needs, priorities, and develop housing plans.

January 2023 –
February 2023
Place up to 10-15 residents per month through Housing First principles in stable housing situation prioritizing most vulnerable residents, families with children, veterans, and seniors.

January 2023 –
June 2023
Provide weekly and monthly (or as needed) updates and reports to CERP Manager and City staff.

January 2023 -
December 2023

For the Contract between the City of
Richmond and
Housing Consortium of the East Bay
(HCEB)
_____________________________

4. Project Outcomes and Evaluation
Program
Component
Program
Outcome
Indicator/
Measurement
Goal Evaluation
Method
Resident
Assessments
and Housing
Plans
Identify housing,
behavioral, mental,
and physical health
needs, and
priorities of
residents
Number of
residents
completing
assessment and
housing plans
60+ Number of
residents with
housing plans
House
residents Phase
1 Rapid re-housing
of those most
vulnerable and
residents for
Housing First
principles, while
prioritizing
families(children),
veterans, and
seniors
Number of
residents housed
within first 45
days of the
contract
15 Lease
agreements and
funding
expended/
committed to
housing
House
residents Phase
2 Continued rehousing of
residents
Number of
residents housed
on average per
month
10-15 Lease
agreements and
funding
expended/
committed to
housing
Regular
Reporting
Provide weekly
updates to CERP
Manager and City
staff.

Weekly reports
summarizing
activities
4 per
month
Monthly
summary of
weekly activities
including number
of residents
housed

For the Contract between the City of
Richmond and
Housing Consortium of the East Bay
(HCEB)
_____________________________
D. Budget

1. Contractor shall comply with the attached Budget.

2. With prior written approval from City, Contractor may modify budget line items of up to fifteen (15%) percent of the indicated line item provided that the total compensation amount is not exceeded.

3. Budget line-item modifications shall not alter any terms of this Agreement, including but not limited to the scope of services, time of performance, or compensation amount.

4. All email requests for budget line-item modifications should be accompanied by a brief note requesting and explaining the changes, including a description of the specific line items and the reasons for the requested change. The email requesting a budget line-item modification should be accompanied by a revised budget with a column for the original budget, a column for the modification amount by line item, and a final column listing the final budget with modification.

5. ADVANCE: Upon execution of this Agreement, City may provide an advance in the amount of $250,000. Advance payments shall be offset against subsequent payments to Grantee at the rate of one-twelfth (1/12th) of the advanced amount over the life of the Agreement.

2 BUDGET
City of Richmond
December 2022-
December 2023
Castro: 70 12 months
Annual Salary % FTE on
project Annual Cost Monthly
Cost
Housing Navigation Program Mgr. $ 58,500 100% $ 58,500 $ 4,875 Housing Navigator $ 52,000 100% $ 52,000 $ 4,333
Program Assistant / Landlord Liaison $ 41,600 100% $ 41,600 $ 3,467 Fringe Benefits @ Rate rate: 33.00% $ 50,193 $ 4,183
SUBTOTAL $ 202,293 $ 16,858
$ 6,750 $ 563
Office Rental $ 19,200 $ 1,600
$ 500 $ 42
Mileage and Transportation $ 4,500 $ 375
Communications $ 1,800 $ 150
$ 32,750 $ 2,729
$ 235,043 $ 19,587
$ 29,380 $ 2,448
$ 264,423 $ 22,035
Transition Funds $ 1,000,000
Total Budget, 12 months $ 1,264,423
PPE and other supplies
Office Expenses

PROFESSIONAL SERVICES BUDGET
Castro Rapid Rehousing 2022 - 2023
Housing Consortium of the East Bay (HCEB)
Castro Encampment
Resolution
I. DIRECT COSTS
A. PERSONNEL
Maintenance and Operations

HCEB OPERATIONS TOTAL

SUBTOTAL

TOTAL DIRECT COSTS
Admin Costs

12.5 % of total contract costs

For the Contract between the City of
Richmond and

EXHIBIT B

PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES

THAT EXCEED THE CONTRACT PAYMENT LIMIT UNLESS A CONTRACT

AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}

1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.

2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.

3. Contractor shall submit timely invoices to the following address:

Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:

PO Box 4046
Richmond, CA 94804-0046

4. All invoices that are submitted by Contractor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.

5. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.

6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.

7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.

For the Contract between the City of
Richmond and

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. Notices. All notices, demands, statements, or communications 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 City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.

1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

City of Richmond
Richmond, CA 94804-0046

1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:

General Conditions/EJ/TE 01-19-11 1 of 13

EXHIBIT D

GENERAL CONDITIONS

1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.

2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.

3. City Property. The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.

4. Patents, Trademarks, Copyrights and Rights in Data. Contractor shall not publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell,

General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.

Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.

5. 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 CITY, the State of California, and the United States Government.

If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.

6. Services. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.

General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.

7. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, 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 City.

Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this Contract's termination (or for any further period that is required by law) and until all Federal or 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 CITY, the State of California, and the United States Government.

Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.

Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.

City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.

General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.

8. Changes and Extra Work. All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:

Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.

If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.

In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.

9. Additional Assistance. If this Contract requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue

General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.

10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.

City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.

11. Business License. Contractor shall obtain a Richmond Business License before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

General Conditions/EJ/TE 01-19-11 6 of 13

13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

15. Indemnification.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.

Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to

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indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.

The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section

15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.

16. Safety. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete

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responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.

17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.

19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.

Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.

Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.

Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies . Contractor agrees to abide by the terms and conditions of said policies.

20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated

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under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.

Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.

The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.

21. Integration. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.

22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.

23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and

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City reserves the right to employ other Contractors in connection with the project.

25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.

26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.

Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.

28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:

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 purposes not directly connected with the administration of such service.

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.

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29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."

30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.

This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.

31. 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 or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.

32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

33. Interpretation. This Contract shall be interpreted as if drafted by both parties.

34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view

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toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.

37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.

Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

38. 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 and Taxation Code 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.

39. Performance and Final Acceptance.

Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.

Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.

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City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.

If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.

40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.

For the Contract between the City of
Richmond and

EXHIBIT E

SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):

For the Contract between the City of
Richmond and

EXHIBIT F

INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.

___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:

Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.

CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);

5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.

6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.

Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR is self-insured, provide a certificate of Permission to SelfInsure, signed by the California Department of Industrial Relations and SelfInsurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).

Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.