___ 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)
$
$
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
6/2/2022
Arthur J. Gallagher & Co.
Insurance Brokers of CA., Inc.
505 N Brand Blvd, Suite 600
Glendale CA 91203
Star Metry 818.539.8623 818.539.8723 [email protected] License#: 0726293 Nonprofits' Insurance Alliance of CA 10023 Technology Insurance Company, Inc 42376 Housing Consortium of the East Bay
410 7th Street, Suite 203
Oakland, CA 94607
1987063231
A X 1,000,000 X 500,000 20,000 1,000,000 3,000,000 X
Y 2022-10963 4/15/2022 4/15/2023
3,000,000
A 1,000,000 X X
2022-10963 4/15/2022 4/15/2023
Comp & Collision 500/$500
A X X
2022-10963-UMB 4/15/2022 4/15/2023
5,000,000 5,000,000
B Y TWC4100330 4/1/2022 4/1/2023
X
1,000,000 1,000,000 1,000,000
A Professional Liability 2022-10963 4/15/2022 4/15/2023 Per Claim Aggregate
$1,000,000
$3,000,000
Nonprofits' Insurance Alliance of CA - A.M. Best #011845 Policy: Sexual Abuse Liability
Policy#: 2022-10963
Carrier: Nonprofits' Insurance Alliance of CA
Policy Term: 4/15/2022 To 4/15/2023
Per Claim: $1,000,000 / Aggregate: $1,000,000
See Attached...
City of Richmond
440 Civic Center Plaza
Richmond CA 94804 Page 450 of 2052
ACORD 101 (2008/01)
The ACORD name and logo are registered marks of ACORD
© 2008 ACORD CORPORATION. All rights reserved.
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: FORM TITLE:
ADDITIONAL REMARKS
ADDITIONAL REMARKS SCHEDULE Page of
AGENCY CUSTOMER ID:
LOC #:
AGENCY
CARRIER NAIC CODE
POLICY NUMBER
NAMED INSURED
EFFECTIVE DATE:
1 1
Arthur J. Gallagher & Co.
Housing Consortium of the East Bay
410 7th Street, Suite 203
Oakland, CA 94607
25 CERTIFICATE OF LIABILITY INSURANCE
Policy: CRIME
Policy#: 2022-10963-PROP
Carrier: Nonprofits' Insurance Alliance of CA
Policy Term: 4/15/2022 To 4/15/2023
Employee Theft: Limit: $50,000 / Deductible: $500
Forgery or alteration: Limit: $50,000 / Deductible: $500 Named Insured: Housing Consortium of the East Bay; Inclusive Communities East Bay, LLC; Magnolia Terrace, LLC; Mentally Handicapped Childrens Organization, Inc., Luella Fuller Group Home; Tri-Valley BMR, LLC; Ashland NSP, LLC, Fairview Homes, LLC.
The City of Richmond, its officers, officials, employees, agents and volunteers are named additional insured with respect to the operations of the named insured.
Waiver of Subrogation on Worker compensation applies in favor of additional insured. The insurance provided in the Commercial General Liability policies are primary and any other insurance shall be excess only and not contributing. Written notice shall be provided at least ten (10) days in advance of cancellation for non-payment of premium and thirty (30) days in advance for any other cancellation or policy change. Endorsement to follow.
COMMUNITY DEVELOPMENT DEPARTMENT
HOUSING DIVISION
REQUEST FOR PROPOSALS (RFP)
RAPID REHOUSING NAVIGATION SERVICES FOR
CASTRO ENCAMPMENT RESOLUTION PROJECT
Today’s Date: July 18, 2022
Closing Date and Time: August 18, 2022, by 4:00 PM PST
Electronic Submittal: BidsOnLine
Contact Person: Jesus M. Morales
[email protected]
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 1 of 10 The City of Richmond Housing Division announces a Request for Proposals (RFP) seeking a qualified consultant for a fee-based contract with the City of Richmond (City) to provide Rapid Rehousing Navigation Services for unhoused residents living at the Castro Encampment in the City of Richmond, California.
I. Statement of Purpose
The City is committed to making homelessness short-lived and non-recurring by ensuring an integrated system of housing and support services for persons experiencing homelessness in the City.
The Rapid Rehousing Consultant will support this mission by identifying potential apartments/housing for rent, work with landlords, administer a housing trust fund, and provide follow up case management for housed residents for at least 1 year.
This RFP is seeking proposals from qualified consultants to provide Rapid Rehousing Navigation Services for the City. On behalf of the City, the Consultant will take a lead role reaching out to landlords, completing housing pathway plans for unhoused residents, supporting unhoused residents in obtaining housing, administering a housing trust fund meant to provide funding for rapid housing, and provide follow up case management for at least 1 year.
II. Encampment Resolution Funding Overview, Goals, and Objectives The City of Richmond is in western Contra Costa County along the shore of the San Francisco Bay. It is the county’s second largest city (population 116,448) and has the highest number of known unsheltered people of any city in the county—more than 1,000 in 2021. The Castro Encampment Resolution Project (CERP) will be overseen by the Housing Division of the Community Development Department, which strives to develop quality neighborhoods citywide by partnering with neighborhood residents and community groups to develop new affordable housing, assist unhoused and disabled individuals in obtaining housing, and expand economic and employment opportunities for low- and moderate-income residents.
CERP encompasses an approximate two-year plan to deliver an array of supportive services to 100+ individuals currently living in a sprawling 2.66-acre vehicle encampment near Castro Street. The project aims to move all encampment residents into stable housing by June 2023. CERP’s goals and objectives will be met in stages that include improving living conditions at the site, assessing the behavioral and health needs of residents, providing job-related training and support, and reducing barriers to stable housing. Grounded in Housing First principles and one of just 10 projects statewide that received Encampment Resolution Funding in 2022 from the California Homeless Coordinating and Financing Council, CERP is an innovative
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 2 of 10 model whose successes—and challenges—will be continuously evaluated, so that the approach can be refined and replicated throughout the State.
STATEMENT OF PURPOSE
This RFP is seeking (1) one Rapid Rehousing Navigator (RRN) that will be part of the Castro Site Care Team (SCT) comprised of a Site Manager, CORE Social Worker, CORE Outreach Specialist, and the other providers, under the direction of the Castro Encampment Resolution Project Manager (CERPM), working directly with encampment residents to triage and ensure services are timely, responsive, coordinated, trauma-informed, and achieving the project’s goals and objectives to resolve the encampment through a Housing First model.
The RRN will also be a key liaison between the CERPM and city officials, reporting on progress, supervising subcontractors, and ensuring CERPM is meeting evaluation metrics. Reporting to Richmond’s Housing Manager via the CERPM, the RRN will provide rapid housing project management, help with policy development, work with other team members, and supervise subcontractors where appropriate.
III. Goal of the Rapid Rehousing Program:
The goal of the Rapid Rehousing Program is to provide assistance and planning with identifying permanent supportive housing navigation and implementation of housing search assistance, documentation readiness, time-limited financial assistance for security deposit and rent costs for Castro encampment residents using a housing first, progressive engagement model. Rapid rehousing helps individuals and families to quickly exit homelessness by getting them housed. Rapid rehousing would include three main components: 1) Housing Identification, 2) Rent and Move-In Assistance (Financial assistance), and 3) Case Management and services. The rapid rehousing consultant will have familiarity with rapid long-term transition planning for permanent supportive housing.
IV. Client Population
Would serve clients and families at the Castro Vehicle Encampment. Client profile tends to be single adults with a significantly smaller population of families with minor children. Population is mostly vehicle dwellers.
V. Qualifications
A competitive proposal would include staff with:
• A demonstrated understanding and ability to implement a rapid rehousing program and experience in administering such programs.
• Ability to track and document timely use of public resources and funds and meet state and city requests for criteria and deadlines. • Familiarity with Contra Costa County’s Coordinated Entry System of Care and housing navigation process.
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 3 of 10 • Ability to work with the on-site CARE team to match clients with appropriate housing resources and options.
• Ability to provide flexibility in options.
• Experience placing single adults.
• Experience understanding the needs of vehicle dwelling populations. • Familiarity with Homeless Management Information System data (HMIS). • Ability to work with local and regional housing providers and to negotiate and administer agreements.
• Knowledge and understanding of transitional options that include disabled housing and sober living housing.
• Cultural competency and fundamental understanding of equity and client service and engagement.
• Ability to work with a diverse range of prospective housing providers including landlord and shared housing providers.
• Ability to prioritize the dignity and voices of the unhoused community in the process.
• Ability to provide long-term follow up recommendations for the CARE plan for clients following placement
VI. Key Terms:
1. CARE TEAM: Castro Site Care Team (SCT) comprised of a Site Manager, CORE Social Worker, CORE Outreach Specialist, Housing Navigator, and the other providers working directly with encampment residents to triage and ensure services are timely, responsive, coordinated, trauma-informed, and achieving the project’s goals and objectives to resolve the encampment through a Housing First model.
2. CARE PLAN: A plan developed with the unhoused resident or family to successfully transition from the Castro Encampment to rapid rehousing, permanent supportive housing, or supportive housing. The plan would include resources, pathways to transition including timelines and benchmarks and support from the CARE team and plan accountability measures. A care plan may also include crisis housing or bridge housing when appropriate.
3. HOUSING TRUST FUND: The Castro Housing Trust Fund allocates $1.8 million dollars in state funding to support direct assistance for housing assistance for encampment participants.
4. RAPID REHOUSING (RRH) – A support intervention that uses a combination of case management, Housing Navigation, and short to medium term financial assistance to assist mid-range acuity homeless households identify and stabilize into tenant-based, permanent housing.
5. CONTINUNIUM OF CARE: A Continuum of Care (CoC) Program is designed to assist individuals and families experiencing homelessness by providing services that are needed to help these individuals and families move into permanent housing, with the goal of long-term stability. The CoC Program is set up in a way that promotes community wide planning and strategic use of
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 4 of 10 resources to address homelessness and improve coordination to mainstream resources and other programs targeted to people experiencing homelessness.
6. HOUSING FIRST – Housing First is an approach that offers permanent housing as quickly as possible for people experiencing homelessness, particularly for people with long histories of homelessness and co-occurring health challenges, while providing the supportive services people need to keep their housing and avoid returning to homelessness. The provider ensures that the supportive services that program participants need or want in order to achieve permanent housing and to increase income are offered, but are not required as a condition of housing, including links to mainstream programs or partner agencies (i.e., mental health services, substance abuse treatment, medical services, childcare, etc.).
Income, sobriety and/or participation in treatment or other services are voluntary and are not required as a condition for housing.
7. HOUSING NAVIGATION – Housing Navigation is the process by which homeless clients that have entered the CoC system are provided ongoing engagement, document collection, and case management services in order to facilitate a match to an appropriate housing resource. In the context of CoC, outreach workers, case managers, and other homeless service providers may provide housing navigation assistance.
8. HOUSING NAVIGATOR(S) – Housing Navigator is the client’s primary point of entry into a case management plan often with the support of a social worker, case manager, outreach worker, or volunteer. The primary function of the Housing Navigator is to: 1) assist clients in collecting necessary documents for housing applications, 2) accompany clients to housing appointments, and 3) assist clients in navigating the entire housing search and placement process.
9. PERMANENT HOUSING (PH) – Community-based housing without a designated length of stay, which includes both Permanent Supportive Housing (PSH) and Rapid Rehousing (RRH). Examples of permanent housing include, but are not limited to, a house or apartment with a month-to-month or annual lease term or home ownership.
10. PERMANENT SUPPORTIVE HOUSING (PSH) – Long-term, communitybased housing that has supportive services for homeless persons with disabilities.
This type of supportive housing enables the special needs of populations to live independently in a permanent setting. Permanent housing can be provided in one structure or in several structures at one site or in multiple structures at scattered sites
11. TRANSITIONAL HOUSING (TH) – Transitional housing (TH) is designed to provide unhoused individuals and families with the interim stability and support to successfully move to and maintain permanent housing. Transitional housing may be used to cover the costs of up to 24 months of housing with accompanying supportive services. Program participants must have a lease (or sublease) or occupancy agreement in place when residing in transitional housing.
12. BRIDGE (RESERVED CRISIS) HOUSING – Safe, reserved, 24‐hour emergency shelter to be utilized by eligible homeless individuals, identified through the Coordinated Entry System of Care. The intention of this emergency
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 5 of 10 housing is to provide individuals with some stability, so that they can more easily maintain contact with their Housing Navigator, as they are assisted in their efforts to housing. Crisis Housing bed converts to a Bridge (Reserved Crisis) Housing bed if the program participant does not self-resolve their episode of homelessness within 14 days.
VII. Scope of Services
As part of the proposal, The City is seeking the following minimum services:
1. Administration of Housing First Rapid Rehousing Efforts The Rapid Rehousing Program would provide, in conjunction with the onsite CARE team, case management, housing search assistance, employment search assistance and partial, time-limited financial assistance for security deposit and rent costs using a housing first, progressive engagement model. Leases are in the participant's name. Rapid rehousing helps unhoused individuals and families to quickly exit homelessness by getting them housed. Rapid rehousing would include three main components: 1) Housing Identification, 2) Rent and Move-In Assistance (Financial assistance), and 3) Case Management and services.
2. Identification and Administration of Potential Housing Partners A comprehensive plan would include a process for identifying transitional housing partners that align with the transition plans for each identified community member with the CARE team, including exercising appropriate agreements for clients. This includes identifying housing partners such as landlords, shared housing, supportive housing, sober living, disabled housing and other options for clients.
3. Housing Navigation
Applicant would provide housing navigation coordination services for approximately 102 clients. The Housing Navigator would serve as the clients’ primary point of entry into a case management plan often with the support of a social worker, case manager, outreach worker, or volunteer. The primary function of the Housing Navigator is to: 1) assist clients in collecting necessary documents for housing applications, 2) accompany clients to housing appointments, 3) assist clients in navigating the entire housing search and placement process, and 4) assist with the coordination of follow up services for housed clients. Applicant should demonstrate an ability to implement other housing solutions including family reunification and other flexible options as needed.
VIII. Minimum Qualifications, Experience, and Skills
Experience: Ideal candidate will have a minimum of three to five years of experience in Rapid Rehousing services and program administration. Firms applying must ensure they clearly identify staff that will be directly assigned to this project and that staff meet these qualifications. Experience in conducting
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 6 of 10 group training and working with diverse populations. Proficiency in HMIS and Microsoft Office Suite.
Must demonstrate the following:
• Strong interpersonal and communication skills
• Ability to take direction
• Ability to function independently and as a team leader • Flexible and adaptable to changing to business needs
• Personal integrity and confidentiality
• Ability to make independent decisions when circumstances warrant such action
• Exceptional problem-solving skills
• Highly organized, detail-oriented, strong time management skills and able to work in a fast-paced environment
• Ability to provide creative solutions
• Ability to work any shift, any day of the week including weekends • Knowledge in entering and retrieving data using computer systems, system applications and other office equipment
IX. License Requirements
Valid Class C California Driver’s License.
X. Funding
City will award one, but could be up to three, contracts in an amount not to exceed $125,000.00 (inclusive of all expenses), to the successful Respondent for the anticipated period of September 2022 – December 2023 (fifteen months).
Successful Respondent will have access to the Housing Trust Funds for rapid rehousing activities.
This is a fee-for-service contract paid per hour and is inclusive of all expenses, including mileage. The contracted hourly rate is negotiable. The contract estimates a minimum of 1,500-2,000 hours during the term of the contract.
XI. Review and Selection Criteria
The submissions will be evaluated by City of Richmond staff to identify the most qualified respondent. If more than one Respondent is deemed to be highly qualified, the Department may require oral interviews and/or supplemental information from those Respondents before making a final selection. Contract negotiations will begin upon identification of the most qualified Respondent. The selected consultant will report to the City-hired Castro Encampment Resolution Project Manager (CERPM). This Consultant
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 7 of 10 will coordinate closely with the onsite CARE team and the resident advisory council formed of encampment residents.
XII. Proposal Requirements
Interested consultants must submit all the following documentation to be considered as a Respondent for this RFP:
1. A Letter of Interest (Qualifications Statement) describing interest in providing the requested services and relevant experience and abilities.
2. Current resume(s) with Respondents’ email address and phone number, which includes experience, qualifications, licenses and other factors relevant to the services described in this RFP. Firms applying should identify and provide the resume(s) of primary staff that will be assigned to the project.
3. Summary of Services to be provided to assess, rehouse, and provide case management services to approximately 102 unhoused residents.
4. Summary of experience providing such services to other agencies and or providers.
5. Two references from an entity for which such services were provided, a governmental entity is preferred.
Please submit your proposal electronically through the online system BidsOnLine by 4:00 PM PST on August 18, 2022. Late proposals will not be accepted.
XIII. Inquiries
Respondents are encouraged to promptly notify the City of any apparent major inconsistencies, problems, or ambiguities in this RFP. Any requests for clarification or other questions concerning this RFP must be submitted in writing via the electronic BidsOnline system on the Q&A tab by 3:00 PM on July 25, 2022.
If the City finds it necessary to issue an addendum to this RFP; prospective bidders registered on the City’s BidsOnline system will receive email notification of addendum. Otherwise, answers to questions received will be posted on the City’s BidsOnline system by August 1, 2022.
Respondents MUST register on the City’s Online Bidding System powered by BidsOnline www.ci.richmond.ca.us/bids to ensure that they receive any addendums to this RFP and are notified of future RFPs and RFPs.
Any Respondent submitting a response to this RFP shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding this RFP. Any party attempting to influence or circumvent the RFP, qualifications submittal, and review process may have their qualifications rejected for violating this provision of the RFP.
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 8 of 10 XIV. RFP Schedule
RFP Issued July 18, 2022
Deadline for RFP Questions July 25, 2022, by 3:00 PM
RFP Q&A Posted August 1, 2022
Proposals Due August 18, 2022, 4:00 PM
RFP Interviews* August 26, 2022
Selection of Firm* September 2022
*The City reserves the right to modify the above schedule and to not hold interviews.
XV.City Disclaimer
The City reserves the right to reject any or all the Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City needs. The City also reserves the right to reduce or revise elements of the scope of services, or to amend or modify the contractual requirements, or to negotiate with any qualified consultant.
No representation is made that any contract will be awarded pursuant to this RFP. In no way shall a contract be viewed as exclusive. The City reserves the right to retain additional consultants as necessary. All costs incurred in the preparation of the qualification, in the submissions of additional information and/or in any other aspect of qualification prior to the award of a written contract will be borne by the proposed firm.
All qualifications submitted to the City in response to this RFP will become the property of the City of Richmond and will not be returned. The “technical” portion of the Proposal will be considered public information.
XVI. Comments/Questions on the City Standard Service Provider Agreement The City’s standard service provider agreement, which the Consultant Team will be required to sign, is attached for your consideration (see Exhibit A).
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement (Exhibit A). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes, additions or requesting deletion of specific words and/or by providing new requested contract language shall be provided. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be considered. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process and are not guaranteed to be approved.
XVII. Insurance Requirements
City of Richmond July 18, 2022
Request for Proposal (RFP) – Homeless Housing Navigator 9 of 10 The City requires consultants doing business with it to obtain insurance, as shown in RFP (see Exhibit B). The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the project.
XVIII. Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license for which the fee will not be waived.
XIX. Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S. (Exhibit C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal/Qualifications (Exhibit D).
XX. Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Exhibit E). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Exhibit F).
Exhibits
Exhibit A: City’s Standard Service Provider Agreement
Exhibit B: Insurance Requirements
Exhibit C: Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S.
Exhibit D: Sanctuary City Compliance Statement
Exhibit E: Limited Liability Corporations (LLC), Resolution No. 86-21 Exhibit F: Disclosure Statement of Limited Liability Companies Form
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
City of Richmond
Rapid Rehousing Navigation Services for Castro Encampment Resolution Project (CD-Housing_Rapid Rehousing-072022), bidding on 08/18/2022 4:00 PM (PST)
Printed 12/05/2022
PlanetBids, Inc.
REVIEWER 1 REVIEWER 2 REVIEWER 3 TOTAL Rank
HCEB 9 9 9 27
1 Men and Women of Valor
77 6
20 2
COMMENTS:
The evaluation committee recommended HCEB based on the review of the proposal and interview.
Rapid Rehousing Navigation Services RFP
DECISION MATRIX
11/4/2022
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
Samantha Carr, Environmental Manager
Subject: Contract with TCC Co-Applicants for Post-Award Consultation Funding
FINANCIAL IMPACT: As part of the 4th Round of Transformative Climate Communities (TCC) funding, all successful applicants will be receiving a $100,000 grant to support Applicants and Co-Applicants during the Post Award Consultation
process. This funding will support City and Co-applicants time to complete all documents necessary to sign the
$35M Round 4 TCC Grant agreement.
Account string: 15061219-400201-16G10
PREVIOUS COUNCIL
ACTION:
June 21, 2022
STATEMENT OF THE
ISSUE:
Following City Council authorization to submit an
application for a Transformative Climate Communities
(TCC) Round 4 Implementation Grant, the Strategic
Growth Council (SGC) is providing all successful
applicants an additional $100,000 grant to support
Applicant and Co-Applicants during the Post-Award
Consultation (PAC) process to complete necessary
documents to get a signed TCC grant agreement. The
PAC funding agreement is between SGC and the lead
applicant, City of Richmond. The City will be the
mechanism for distributing the funds to the five coapplicants. City staff is requesting approval of the contracts between the City and each Co-Applicant to
distribute the PAC TCC grant funding.
AGENDA
REPORT
December 20, 2022
RECOMMENDED ACTION: APPROVE five contracts in the amount of $10,000 per Co-Applicant (Groundwork Richmond, GRID Alternatives,
Rich City Rides, Trust For Public Land, and Urban Tilth), to cover costs associated with the $35,000,000
Transformative Climate Communities (TCC) Round 4
Post-Award Consultation (PAC) process and to complete
all the necessary documents to execute the TCC
implementation grant agreement, with a term ending
June 30, 2023.– Community Development (Lina
Velasco/Samantha Carr 510-620-6706).
DISCUSSION:
On June 21, 2022, the City Council authorized an application for a Transformative Climate Communities (TCC) Round 4 Implementation Grant for the Richmond Rising project. On October 27, 2022, Richmond was awarded a $35M Transformative Climate Communities (TCC) Round 4 Implementation Grant by the California Strategic Growth Council. Richmond’s project is titled Richmond Rising: Healthy, Connected, and Climate Strong and focuses on projects serving the Iron Triangle, Santa Fe, and Coronado neighborhoods. The nine projects included in the Richmond Rising application are:
1. Neighborhood Complete Streets: walking and biking improvements on Harbour Way, Ohio Avenue, and some AC Transit bus stops.
2. Richmond Wellness Trail, Phase 2: walking and biking improvements to connect with Phase 1 to connect the Richmond BART and central neighborhoods with the waterfront.
3. E-Bike Lending Library: long- and short-term e-bikes access for free to target neighborhood residents to improve carbon-free mobility options.
4. Resilient Homes for Healthy Communities: residential solar panel installations and home energy efficiency and health and safety upgrades at no cost to income-qualifying residents.
5. Basins of Relations: residential greywater systems and rainwater capture systems at no cost to income-qualifying residents, installed by local youth who receive training in watershed stewardship and installation.
6. Bosque del Barrio: tree planting throughout the project area to create a healthy urban forest.
7. ADA Accessible Garden: edible and pollinator garden at Unity Park with specially designed planting beds so seniors and wheelchair users can comfortably participate in gardening and community activities.
8. Orchard for ALL!: creating a distributed orchard through fruit tree giveaways, with tree care and harvest support offered in exchange for a share of the harvest, which will be distributed at free farm stands and in veggie boxes.
December 20, 2022
9. Veggie RX: prescription veggie boxes in partnership with the local health clinic, to provide free fruits and vegetables as preventative care along with community health workers and programming to support change to a more sustainable diet.
In addition, the Richmond Rising application includes three Transformative Plans outlining Community Engagement, Workforce Development, and Displacement Avoidance policies and programs. For more information on the Transformative Climate Communities Grant Awardees visit: California Awards $96 Million for Climate Projects in 10 Frontline Communities | California Governor.
SGC is providing a $100,000 PAC grant to awardees to support them during the postaward consultation process to complete all the necessary documents to execute the TCC implementation grant agreement. The funding will support the lead applicant and co-applicants to complete all documents and work necessary for successfully entering into the $35M Transformative Climate Communities Round 4 Grant Agreement. The PAC funding agreement is between SGC and the lead applicant, City of Richmond. The City will be the mechanism for distributing the funds to the five co-applicants, Groundwork Richmond, GRID Alternatives, Rich City Rides, Trust for Public Land, and Urban Tilth.
As part of the PAC process, City staff anticipated holding regular meetings with the City’s Co-Applicants and SGC staff to complete the tasks identified to get to execution of grant award.
DOCUMENTS ATTACHED:
Attachment 1 – TCC Grant Award Letter Richmond
Attachment 2 – GRID Alternatives Contract
Attachment 3 – Groundwork Contract
Attachment 4 – Trust for Public Land Contract
Attachment 5 – Urban Tilth Contract
Attachment 6 – Urban Tilth Fiscal Sponsor of Rich City Rides Contract
1400 Tenth Street, Sacramento, CA 95814 ● www.sgc.ca.gov ● (916) 324-9775 October 31, 2022
Via Email
Mayor Tom Butt
City of Richmond
Attn: Lina Velasco
Director of Community Development
450 Civic Center Plaza, 2nd Floor
Richmond, CA 94804
[email protected]
RE: Award Notification – Transformative Climate Communities (TCC) Program, Round 4, Implementation Grant Award, City of Richmond, “Richmond Rising: Healthy, Connected, and Climate Strong” Dear Mayor Butt,
The California Strategic Growth Council (SGC) is pleased to inform you that the Council approved a Transformative Climate Communities Implementation award of $35 million dollars to the City of Richmond for “Richmond Rising:
Healthy, Connected, and Climate Strong” at its October 27, 2022, meeting. Previously funded by California’s Capand-Trade Program, Round 4 of TCC was funded by a FY 2021-2022 budget appropriation from the General Fund.
This program funding empowers the communities most impacted by pollution to choose their own goals, strategies, and projects to reduce greenhouse gas emissions and local air pollution. The TCC Program reflects the SGC’s commitment to support community-led transformation and achieve equitable, resilient communities and landscapes for all Californians. Congratulations on your successful application.
This letter provides a conditional commitment of grant funds. TCC staff will initiate the Post-Award Consultation (PAC) process soon by scheduling a meeting with the Awardee and sending a review package including review checklists for all projects and transformative plans. This process will involve addressing any outstanding issues identified by TCC staff, reviewers, and the interagency panel, as well as finalizing the grant agreement. Grantees and Partners will need to work closely and collaboratively with TCC Staff to address all issues prior to grant execution. All requested documentation and changes should be finalized within six (6) months after the Council makes awards. New to Round 4, we will provide a mini grant to support administrative, staff, and materials costs for Grantees and Partners as they complete the PAC process. Our partnering agency, the Department of Conservation, will lead the PAC process.
Following execution of the grant agreement, grant funds will be disbursed on a bi-monthly basis for eligible direct, indirect, and indicator tracking costs. All reimbursed costs must meet the requirements for reimbursable tasks outlined in the grant agreement. TCC has also been authorized for an Advance Pay Pilot program (AB 156) and will follow up on the terms for accessing advance pay once approved by Council. Please note that no funds will be reimbursed for costs and expenses incurred prior to grant agreement execution, with the exception of limited PAC costs for staff and materials in accordance with forthcoming guidance.
We look forward to our partnership in the coming years. If you have any questions, please contact Sophie Young, TCC Program Manager, at [email protected].
Sincerely,
Lynn von Koch-Liebert
Executive Director
California Strategic Growth Council
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
WORK PLAN
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of Richmond Proposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions: List primary responsible parties only. Represent timeline in months, e.g. Month 1 - Month 6.
Project Description: (500 character limit)
Complete all documents and work necessary to successfully enter into the $35M Transformative Climate Communities Round 4 Grant Agreement.
Character Count 137
TASK 1: Grantee CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award City of Richmond 1-5 monthsB Hire TCC Coordinator TCC Coordinator City of Richmond 1-5 months C Host regular check-ins with co-applicants and partners to complete PAC process Regular Check-ins City of Richmond 1-5 monthsD Hire Third Party Evaluator for Indicator Tracking Third Party Evaluator City of Richmond 1-5 months E
F
TASK 2: Partner CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award Co-Applicants 1-5 monthsB Hire TCC Implementation Staff TCC Implementation Staff Co-Applicants 1-5 months C Prepare for launch of project Complete Pre-implementation tasks Co-Applicants 1-5 monthsD E
F
TASK 3: Subcontracting (Engineering or Other Specialized Services)Subtask Description Deliverables/Milestones Responsible Parties Timeline A Hire consultant to support Applicant and Co-Applicant finalize documents, complete cost estimations, collect back-up documents, complete questions to receive award Contract with Consultant City of Richmond 1-5 months B
CD
E
F
TASK 4: Tools/Supplies/EquipmentSubtask Description Deliverables/Milestones Responsible Parties Timeline AB
CD
E
F
BUDGET
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of RichmondProposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions (1): Fill in the white cells only. Do not edit any shaded cells, headers, or cells with formulas included, specifically the entire Indirect Cap Check, "Total TCC Grant Funds", and "Check" columns.
Instructions (2): Total TCC Grant Funds will calculate based on the "Cost per Unit" and "Number of Units". Use the "Task" columns to allocate each budget line item. The sum of the Task columns should equal the "Tota Instructions (3): To add a Task Column, right click on "Task[X], and "Insert Table Columns to the Left." This will ensure that the formulas properly extend across all tasks.Cap/Threshold Summary Table Direct Costs IndirectCap/Threshold 88-100% 12%Calculated 100.0% 0.0%Total $ 100,000.00 $ - Cost Description Cost Type Cost per unit Number of Units Total TCC Grant Funds Task 1 Task 2 Task 3 Task 4 Task [X] Check (Sum of Tasks = Total TCC Grant Funds) Grantee Coordination Grantee Personnel $ 40,000.00 1 40,000.00 $ $ 40,000.00 TRUE Partner Coordination
Co-Applicants/Partners Personnel $ 10,000.00 5 50,000.00 $ $ 50,000.00 TRUE Subcontracting/Engineering Subcontractors $ 10,000.00 1 10,000.00 $ $ 10,000.00 TRUE Tools/Supplies/Equipment Supplies - $ TRUE
Indirect Indirect Costs - $ TRUE
$ - TRUE $ - TRUE $ - TRUE $ - TRUE
$ - TRUE$ - TRUE
Totals $ 100,000.00 $ 40,000.00 $ 50,000.00 $ 10,000.00 $ - $ - TRUE
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
WORK PLAN
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of Richmond Proposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions: List primary responsible parties only. Represent timeline in months, e.g. Month 1 - Month 6.
Project Description: (500 character limit)
Complete all documents and work necessary to successfully enter into the $35M Transformative Climate Communities Round 4 Grant Agreement.
Character Count 137
TASK 1: Grantee CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award City of Richmond 1-5 monthsB Hire TCC Coordinator TCC Coordinator City of Richmond 1-5 months C Host regular check-ins with co-applicants and partners to complete PAC process Regular Check-ins City of Richmond 1-5 monthsD Hire Third Party Evaluator for Indicator Tracking Third Party Evaluator City of Richmond 1-5 months E
F
TASK 2: Partner CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award Co-Applicants 1-5 monthsB Hire TCC Implementation Staff TCC Implementation Staff Co-Applicants 1-5 months C Prepare for launch of project Complete Pre-implementation tasks Co-Applicants 1-5 monthsD E
F
TASK 3: Subcontracting (Engineering or Other Specialized Services)Subtask Description Deliverables/Milestones Responsible Parties Timeline A Hire consultant to support Applicant and Co-Applicant finalize documents, complete cost estimations, collect back-up documents, complete questions to receive award Contract with Consultant City of Richmond 1-5 months B
CD
E
F
TASK 4: Tools/Supplies/EquipmentSubtask Description Deliverables/Milestones Responsible Parties Timeline AB
CD
E
F
BUDGET
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of RichmondProposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions (1): Fill in the white cells only. Do not edit any shaded cells, headers, or cells with formulas included, specifically the entire Indirect Cap Check, "Total TCC Grant Funds", and "Check" columns.
Instructions (2): Total TCC Grant Funds will calculate based on the "Cost per Unit" and "Number of Units". Use the "Task" columns to allocate each budget line item. The sum of the Task columns should equal the "Tota Instructions (3): To add a Task Column, right click on "Task[X], and "Insert Table Columns to the Left." This will ensure that the formulas properly extend across all tasks.Cap/Threshold Summary Table Direct Costs IndirectCap/Threshold 88-100% 12%Calculated 100.0% 0.0%Total $ 100,000.00 $ - Cost Description Cost Type Cost per unit Number of Units Total TCC Grant Funds Task 1 Task 2 Task 3 Task 4 Task [X] Check (Sum of Tasks = Total TCC Grant Funds) Grantee Coordination Grantee Personnel $ 40,000.00 1 40,000.00 $ $ 40,000.00 TRUE Partner Coordination
Co-Applicants/Partners Personnel $ 10,000.00 5 50,000.00 $ $ 50,000.00 TRUE Subcontracting/Engineering Subcontractors $ 10,000.00 1 10,000.00 $ $ 10,000.00 TRUE Tools/Supplies/Equipment Supplies - $ TRUE
Indirect Indirect Costs - $ TRUE
$ - TRUE $ - TRUE $ - TRUE $ - TRUE
$ - TRUE$ - TRUE
Totals $ 100,000.00 $ 40,000.00 $ 50,000.00 $ 10,000.00 $ - $ - TRUE
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
WORK PLAN
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of Richmond Proposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions: List primary responsible parties only. Represent timeline in months, e.g. Month 1 - Month 6.
Project Description: (500 character limit)
Complete all documents and work necessary to successfully enter into the $35M Transformative Climate Communities Round 4 Grant Agreement.
Character Count 137
TASK 1: Grantee CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award City of Richmond 1-5 monthsB Hire TCC Coordinator TCC Coordinator City of Richmond 1-5 months C Host regular check-ins with co-applicants and partners to complete PAC process Regular Check-ins City of Richmond 1-5 monthsD Hire Third Party Evaluator for Indicator Tracking Third Party Evaluator City of Richmond 1-5 months E
F
TASK 2: Partner CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award Co-Applicants 1-5 monthsB Hire TCC Implementation Staff TCC Implementation Staff Co-Applicants 1-5 months C Prepare for launch of project Complete Pre-implementation tasks Co-Applicants 1-5 monthsD E
F
TASK 3: Subcontracting (Engineering or Other Specialized Services)Subtask Description Deliverables/Milestones Responsible Parties Timeline A Hire consultant to support Applicant and Co-Applicant finalize documents, complete cost estimations, collect back-up documents, complete questions to receive award Contract with Consultant City of Richmond 1-5 months B
CD
E
F
TASK 4: Tools/Supplies/EquipmentSubtask Description Deliverables/Milestones Responsible Parties Timeline AB
CD
E
F
BUDGET
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of RichmondProposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions (1): Fill in the white cells only. Do not edit any shaded cells, headers, or cells with formulas included, specifically the entire Indirect Cap Check, "Total TCC Grant Funds", and "Check" columns.
Instructions (2): Total TCC Grant Funds will calculate based on the "Cost per Unit" and "Number of Units". Use the "Task" columns to allocate each budget line item. The sum of the Task columns should equal the "Tota Instructions (3): To add a Task Column, right click on "Task[X], and "Insert Table Columns to the Left." This will ensure that the formulas properly extend across all tasks.Cap/Threshold Summary Table Direct Costs IndirectCap/Threshold 88-100% 12%Calculated 100.0% 0.0%Total $ 100,000.00 $ - Cost Description Cost Type Cost per unit Number of Units Total TCC Grant Funds Task 1 Task 2 Task 3 Task 4 Task [X] Check (Sum of Tasks = Total TCC Grant Funds) Grantee Coordination Grantee Personnel $ 40,000.00 1 40,000.00 $ $ 40,000.00 TRUE Partner Coordination
Co-Applicants/Partners Personnel $ 10,000.00 5 50,000.00 $ $ 50,000.00 TRUE Subcontracting/Engineering Subcontractors $ 10,000.00 1 10,000.00 $ $ 10,000.00 TRUE Tools/Supplies/Equipment Supplies - $ TRUE
Indirect Indirect Costs - $ TRUE
$ - TRUE $ - TRUE $ - TRUE $ - TRUE
$ - TRUE$ - TRUE
Totals $ 100,000.00 $ 40,000.00 $ 50,000.00 $ 10,000.00 $ - $ - TRUE
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
WORK PLAN
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of Richmond Proposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions: List primary responsible parties only. Represent timeline in months, e.g. Month 1 - Month 6.
Project Description: (500 character limit)
Complete all documents and work necessary to successfully enter into the $35M Transformative Climate Communities Round 4 Grant Agreement.
Character Count 137
TASK 1: Grantee CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award City of Richmond 1-5 monthsB Hire TCC Coordinator TCC Coordinator City of Richmond 1-5 months C Host regular check-ins with co-applicants and partners to complete PAC process Regular Check-ins City of Richmond 1-5 monthsD Hire Third Party Evaluator for Indicator Tracking Third Party Evaluator City of Richmond 1-5 months E
F
TASK 2: Partner CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award Co-Applicants 1-5 monthsB Hire TCC Implementation Staff TCC Implementation Staff Co-Applicants 1-5 months C Prepare for launch of project Complete Pre-implementation tasks Co-Applicants 1-5 monthsD E
F
TASK 3: Subcontracting (Engineering or Other Specialized Services)Subtask Description Deliverables/Milestones Responsible Parties Timeline A Hire consultant to support Applicant and Co-Applicant finalize documents, complete cost estimations, collect back-up documents, complete questions to receive award Contract with Consultant City of Richmond 1-5 months B
CD
E
F
TASK 4: Tools/Supplies/EquipmentSubtask Description Deliverables/Milestones Responsible Parties Timeline AB
CD
E
F
BUDGET
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of RichmondProposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions (1): Fill in the white cells only. Do not edit any shaded cells, headers, or cells with formulas included, specifically the entire Indirect Cap Check, "Total TCC Grant Funds", and "Check" columns.
Instructions (2): Total TCC Grant Funds will calculate based on the "Cost per Unit" and "Number of Units". Use the "Task" columns to allocate each budget line item. The sum of the Task columns should equal the "Tota Instructions (3): To add a Task Column, right click on "Task[X], and "Insert Table Columns to the Left." This will ensure that the formulas properly extend across all tasks.Cap/Threshold Summary Table Direct Costs IndirectCap/Threshold 88-100% 12%Calculated 100.0% 0.0%Total $ 100,000.00 $ - Cost Description Cost Type Cost per unit Number of Units Total TCC Grant Funds Task 1 Task 2 Task 3 Task 4 Task [X] Check (Sum of Tasks = Total TCC Grant Funds) Grantee Coordination Grantee Personnel $ 40,000.00 1 40,000.00 $ $ 40,000.00 TRUE Partner Coordination
Co-Applicants/Partners Personnel $ 10,000.00 5 50,000.00 $ $ 50,000.00 TRUE Subcontracting/Engineering Subcontractors $ 10,000.00 1 10,000.00 $ $ 10,000.00 TRUE Tools/Supplies/Equipment Supplies - $ TRUE
Indirect Indirect Costs - $ TRUE
$ - TRUE $ - TRUE $ - TRUE $ - TRUE
$ - TRUE$ - TRUE
Totals $ 100,000.00 $ 40,000.00 $ 50,000.00 $ 10,000.00 $ - $ - TRUE
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
WORK PLAN
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of Richmond Proposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions: List primary responsible parties only. Represent timeline in months, e.g. Month 1 - Month 6.
Project Description: (500 character limit)
Complete all documents and work necessary to successfully enter into the $35M Transformative Climate Communities Round 4 Grant Agreement.
Character Count 137
TASK 1: Grantee CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award City of Richmond 1-5 monthsB Hire TCC Coordinator TCC Coordinator City of Richmond 1-5 months C Host regular check-ins with co-applicants and partners to complete PAC process Regular Check-ins City of Richmond 1-5 monthsD Hire Third Party Evaluator for Indicator Tracking Third Party Evaluator City of Richmond 1-5 months E
F
TASK 2: Partner CoordinationSubtask Description Deliverables/Milestones Responsible Parties Timeline A Finalize documents and complete questions to receive award Complete Grant Award Co-Applicants 1-5 monthsB Hire TCC Implementation Staff TCC Implementation Staff Co-Applicants 1-5 months C Prepare for launch of project Complete Pre-implementation tasks Co-Applicants 1-5 monthsD E
F
TASK 3: Subcontracting (Engineering or Other Specialized Services)Subtask Description Deliverables/Milestones Responsible Parties Timeline A Hire consultant to support Applicant and Co-Applicant finalize documents, complete cost estimations, collect back-up documents, complete questions to receive award Contract with Consultant City of Richmond 1-5 months B
CD
E
F
TASK 4: Tools/Supplies/EquipmentSubtask Description Deliverables/Milestones Responsible Parties Timeline AB
CD
E
F
BUDGET
For the following three rows, information will automatically populate in the associated cell to the right, in column B. Lead Applicant: City of RichmondProposal Name: Richmond Rising: Healthy, Connected, and Climate Strong Jurisdiction: City of Richmond
Instructions (1): Fill in the white cells only. Do not edit any shaded cells, headers, or cells with formulas included, specifically the entire Indirect Cap Check, "Total TCC Grant Funds", and "Check" columns.
Instructions (2): Total TCC Grant Funds will calculate based on the "Cost per Unit" and "Number of Units". Use the "Task" columns to allocate each budget line item. The sum of the Task columns should equal the "Tota Instructions (3): To add a Task Column, right click on "Task[X], and "Insert Table Columns to the Left." This will ensure that the formulas properly extend across all tasks.Cap/Threshold Summary Table Direct Costs IndirectCap/Threshold 88-100% 12%Calculated 100.0% 0.0%Total $ 100,000.00 $ - Cost Description Cost Type Cost per unit Number of Units Total TCC Grant Funds Task 1 Task 2 Task 3 Task 4 Task [X] Check (Sum of Tasks = Total TCC Grant Funds) Grantee Coordination Grantee Personnel $ 40,000.00 1 40,000.00 $ $ 40,000.00 TRUE Partner Coordination
Co-Applicants/Partners Personnel $ 10,000.00 5 50,000.00 $ $ 50,000.00 TRUE Subcontracting/Engineering Subcontractors $ 10,000.00 1 10,000.00 $ $ 10,000.00 TRUE Tools/Supplies/Equipment Supplies - $ TRUE
Indirect Indirect Costs - $ TRUE
$ - TRUE $ - TRUE $ - TRUE $ - TRUE
$ - TRUE$ - TRUE
Totals $ 100,000.00 $ 40,000.00 $ 50,000.00 $ 10,000.00 $ - $ - TRUE
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
INSURANCE PROVISIONS
1. Insurance Requirements – During the Term of this Contract, the City’s Insurance Requirements are hereby waived.
2. Waiver of Liability – As a condition of this Contract, the Contractor, its officers, agents and employees, hereby waive any and all rights to seek recovery for loss or damages of any kind against the City of Richmond, its officers, agents, and employees arising out of the goods or services provided under this Contract. This waiver of liability shall survive the expiration or termination of this Contract.
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
Subject: Contract Amendment No. 1 with Macias Gini & O'Connell, LLP
FINANCIAL IMPACT: The costs associated with this contract will be paid for using Housing Admin Fund, account string 12031063-
400201.
PREVIOUS COUNCIL
ACTION:
Click or tap here to enter text.
STATEMENT OF THE
ISSUE:
As part of the Neighborhood Stabilization Program, the
Housing Division created the Richmond Neighborhood
Stabilization Program Corporation, a non-profit
corporation to implement program elements. The
corporation is required to complete income tax filings on an annual basis. City staff is requesting City Council
authorization to execute a contract amendment no. 1 with Macias Gini & O’Connell, LLP (MGO) to increase the
contract amount by $15,250 for a total amount not to
exceed $25,250 to continue to assist in the preparation of federal and state income tax returns for the Richmond
Neighborhood Stabilization Corporation.
RECOMMENDED ACTION: APPROVE contract amendment no. 1 with Macias Gini & O’Connell, LLP (MGO) to increase the contract limit by
$15,250, for a total amount not to exceed $25,250, and to extend the term to December 31, 2024, to continue to
assist in preparing federal and state income tax returns for the Richmond Neighborhood Stabilization Corporation – Community Development Department (Lina Velasco
510-620-6706).
AGENDA
REPORT
December 20, 2022
DISCUSSION:
As part of the Neighborhood Stabilization Program (NSP), the Housing Division created the Richmond Neighborhood Stabilization Program Corporation (Richmond NSP Corporation or Corporation), a non-profit, public benefit corporation to implement program elements. The corporation is required to complete income tax filings on an annual basis. Unfortunately, due to staffing changes and loss, the Richmond NSP Corporation has been in bad standing for several years for failing to submit income tax returns. The Richmond NSP Corporation continues to own one vacant property in the City, and in order to sell the property, the Corporation needs to be in good standing and get its status reinstated.
City staff members executed a short form contract with MGO to complete the federal tax returns for the Richmond NSP Corporation back in December 2021 after completing an informal solicitation. In the process of completing the reinstatement process, additional tax filings were identified as being needed. Therefore, City staff members are requesting City Council authorization to amend the current contract with MGO to increase the contract amount by $15,250, for a total amount not to exceed $25,250, to continue to assist in the preparation of the remaining federal and state income tax returns for the Richmond Neighborhood Stabilization Corporation. MGO assisted the City previously in preparing the federal income tax returns for tax years ending December 31, 2019, 2020, and 2021. The additional funds will cover the costs of preparing the State tax filing for tax years 2017-2022 and federal form for tax year 2022.
DOCUMENTS ATTACHED:
Attachment 1 – Amendment No. 1
Attachment 2 – Short Form 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:
Description of Services:
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
For the Contract between the City of
Richmond and
Macias Gini & O'Connell, LLP (MGO)
Amendment No. 1 P.O./Contract. 5908
Unless otherwise specified above, our fees will be based on our standard hourly rates not to exceed $12,000. If a 2023 Form 990 and California Form 199 needs to be prepared, not to exceed fees will be adjusted to $15,250. Hourly rates will also apply to any additional time incurred in paper filing returns, compiling or correcting information that you have provided. The hourly rate shall be as specified below:
• Prudence Pugeda $475
• Cynthia Ngo $265
For the Contract between the City of
Richmond and
Macias Gini & O'Connell, LLP (MGO)
Amendment No. 1 P.O./Contract. 5908
The Parties to this Amendment hereby understand and agree that the City’s Supplemental Conditions within the original contract, dated December 15, 2021, bind the parties as of the date of this Amendment; and, to the extent the vendor’s Terms and Conditions listed in its December 8, 2021 correspondence conflict with, eliminate, omit, or otherwise alter the City’s contractual provisions within its Supplemental Conditions, the City’s language within the Supplemental Conditions shall govern and prevail.
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.
CITY OF RICHMOND
SHORT FORM CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
1. Parties. The parties to this Agreement are the City
of Richmond (herein referred to as the “City”) and the
following named Contractor:
(Company)
(Street Address)
(City State, Zip Code)
(Contract Person)
(E-mail)
(Telephone)
(Fax Number)
Richmond Business License No.
Expiration Date:
2. Term. The effective date of this Agreement
is
and it terminates
unless sooner terminated as provided herein.
3. Payment Limit. City’s total payment to Contractor
under this Agreement shall not exceed ($10,000.00)
including expenses unless a contract amendment has
been approved by the City Council or City Manager.
4. City’s Obligations. City shall pay the Contractor a
not to exceed amount of $
as total payment for all services rendered.
5. Location of Services. Contractor shall perform the
services set forth herein at the following location:
___________________________________________
6. Contractor’s Obligations.
To the satisfaction of the City’s Project
Manager, Contractor shall provide the
following services:
7. Supplemental Conditions. This
Contract is subject to the Supplemental
Conditions and Special Conditions (if
applicable) attached hereto, which are
incorporated herein by this reference.
8. Insurance Provisions. This Contract is
subject to the Insurance Provisions which
are attached hereto and are incorporated
herein by this reference.
9. Signatures. These signatures attest the
parties’ agreement hereto:
CITY:
CITY OF RICHMOND, CA
a municipal corporation
By:
City Manager or Designee Signature
CONTRACTOR:
By:
Signature Date:
Short Form Contract/EJ/TE 11-30-07
Community Development Lina Velasco [email protected] (510) 620-6706 13201 Macias Gini & O'Connell, LLP will assist the Successor Agency with the preparation of the U.S. federal form 990 income tax returns for Richmond Neighborhood Stabilization Corp.
Macias Gini & O'Connell, LLP
500 Capitol Mall, Suite 2200 Sacramento, CA 95814 Scott Johnson, CPA, CGMA [email protected] (925) 395-2818 4005-6942 May 1, 2022 December 15, 2021 December 31, 2023 10,000.00 Richmond, CA Will assist the Successor Agency with the preparation of the U.S. federal income tax returns for tax year ending December 31, 2019, 2020 and 2021.
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA 12/22/2021
12/27/2021
moo Certified Public Accountants
December 8, 2021Board of DirectorsRichmond Neighborhood Stabilization Corp450 Civic Center PlazaRichmond, CA 94804 Dear Sir/lVIadam:
This letter is to confirm our understanding of the terms and objectives of our engagement, as well as the nature and limitations of the services that we will provide to Richmond Neighborhood Stabilization Corp ("Client").
We will perform the following services:We will prepare the U.S. federal form 990 income tax returns for Richmond Neighborhood Stabilization Corp for the tax year ended December 31,2019,2020 and 2021. We will not prepare any tax returns except those identified above without your authorization to do so. Our fees will be $10,000 provided the 2019- 2021 returns' forms/complexity are consistent with the 2016 return provided and that these returns will beprepared outside our busy season (which is March-April 15, 2022). If these conditions are not met, ourfees will be based on our actual time at standard rates.Upon request, we will provide U.S. federal, state, and local tax consulting services.Unless otherwise specified above, our fees will be based on our standard hourly rates. Hourly rates will also apply to any additional time incurred in compiling or correcting information that you have provided.
A fee quote can be provided prior to commencement of any consulting projects. For certain engagements, a separate engagement letter may need to be entered into.
We may, in the course of our work, identify issues which require further investigation and result in expanding or modifying the scope of our engagement beyond those detailed in this letter. We can providean estimate of the cost of those services upon request. We will commence work on the additional ser/icesonce they have been approved in writing.We are responsible only for preparing the returns and providing the services listed above. Our fee does notinclude responding to inquiries or examination by taxing authorities. However, we are available to represent you. Our fees for such services are at our standard rates and may need to be covered under a separate engagement letter.
Direct out-of-pocket expenses, such as local taxi travel, travel time, tax processing fees, courier service,and FedEx charges, will be billed at our cost. Additionally, in order to cover the administrative and overheadcosts of this engagement, such as administrative personnel, technology used in the preparation of the returns, and document storage, there will be a 5% charge applied to the total of the direct charges on theinvoice.We may bill you on an interim basis prior to completion of this engagement. All invoices are due and payable upon presentation. A finance charge of 1.5% per month will be added to any invoice that is outstanding after 45 days from the invoice date.
MaciasGini &0'Connel] LLP
500 Capitol Mail, Suite 2200
Sacramento; CA 95814 WWW.mgOCpa.COm
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Work may be suspended if your account becomes overdue and will not be resumed until your account is paid in full. You are responsible for reasonable collection costs including attorney fees incurred by MGO, LLP resulting from nonpayment.
Timing of the Tax Preparation EngagementWe will begin the preparation of your tax returns upon receipt of the 2019/2020 tax information andsupporting documents requested by our office. Unless you notify us otherwise, we will file your returnselectronically if they qualify. Our tax preparation services will be concluded upon delivery to you of your tax returns for your review and filing.
Client ResponsibilitiesGeneral
We will provide you with a request list to help you gather and document the information we will need toprepare your income tax returns. It is your responsibility to provide all the information required for the preparation of complete and accurate returns including all worldwide income. You have the final responsibility for the income tax returns and associated penalties and interest; therefore, you should review the returns carefully before you sign them.
You are confirming that you will furnish us with all the information required for preparing the returns. Thisincludes, but is not limited to, providing us with the information necessary to identity (1) all states andforeign countries in which you "do business" or derive income (directly or indirectly) and (2) the extent ofbusiness operations in each relevant state and/or country. We will not audit or verify the data you submit, although we may ask you to clarify it or furnish us with additional data. You should retain all the documents, books, and records that form the basis of your income and deductions. The documents may be necessary to prove the accuracy and completeness of the returns to a taxing authority. If you have any questions as to the type of records required, please ask us for advice in that regard.
Management Decisions and Functions
By your signature below, you acknowledge that you are responsible for management decisions andfunctions. That responsibility includes designating a qualified individual, preferably within seniormanagement, with suitable skills, knowledge, and/or experience to be responsible and accountable for overseeing all the specific services we perform as part of this engagement, as well as evaluating theadequacy and results of the services performed.
You understand and agree that management is responsible for the accuracy and completeness of the records, documents, explanations, and other information provided to us for purposes of this engagement. Thisincludes the proper recording of transactions in the books of accounts, for the safeguarding of assets, andfor the substantial accuracy of the financial records.
Penalties and Interest Charges
Federal, state, and local taxing authorities impose various penalties and interest charges for non-compliance with tax law, including the failure to file or the late filing of tax returns and the underpayment of taxes.You, as the taxpayer, remain responsible for the payment of all taxes, penalties, and interest charges imposed by the taxing authorities.
Foreign Reporting and Virtual Currency
If you and/or your entity have a financial interest in, or signature authority over, any foreign accounts, you may be subject to certain filing requirements with the U.S. Department of the Treasury, in addition to the IRS. Filing requirements may also apply to taxpayers that have direct or indirect control over a foreign or DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
domestic entity with foreign financial accounts, even if the taxpayer does not have foreign accounts themselves.
The filing deadline for the Report of Foreign Bank and Financial Accounts (FBAR) required by the U.S.Department of the Treasury is April 15dl and follows the federal income tax due date guidance, which notes that if the tax due date falls on a weekend or legal holiday, the form is considered timely filed if filed on the next business day. An automatic six-month extension is available. Electronic filing of the FBAR is mandatory using the Bank Secrecy Act (BSA) e-filing system for the Financial Crimes Enforcement Network (FinCEN). We must receive a signed consent form (FinCEN Form 114a) from you prior to submitting the foreign reporting form. If we do not receive your signed authorization to file your foreign reporting form, we will not be able to file any of the required disclosure statements on your behalf.
Additionally, the IRS requires information reporting on foreign interests or activities under applicable IRC sections and related regulations, and the respective IRS tax forms are due when your income tax return is due, including extensions. The IRS reporting requirements are in addition to the U.S. Department of theTreasury reporting requirements stated above. Therefore, if you have any direct or indirect foreign interest that require disclosures to the IRS (including but not exclusive to the following categories), you must provide us with the information necessary to prepare the applicable IRS forms. • You are an individual or entity with ownership of foreign financial assets and meet the specified criteria (Form 893 8);
• You are an officer, director or shareholder with respect to certain foreign corporations (Forms 5471 and 8621);
• You are a foreign-owned U.S. corporation or foreign corporation engaged in a U.S. trade or business (Form 5472);
• You are a U.S. transferor of property to a foreign corporation (Form 926);• You are a U.S. person with an interest in a foreign trust (Forms 3520 and 3520-A); or• You are a U.S. person with interests in a foreign partnership (Form 8865).
Failure to timely file the appropriate forms with the U.S. Department of the Treasury and the IRS may result in substantial civil and/or criminal penalties. By your signature below, you agree to provide us withcomplete and accurate information regarding any foreign accounts that you and/or your entity may have had a direct or indirect in, or signature authority over, during the above referenced tax year. The foreign reporting requirements are very complex, so if you have any questions regarding the application of the U.S.
Department of the Treasury and/or the IRS reporting requirements to your foreign interests or activities,please ask us for advice in that regard. We assume no liability for penalties associated with the failure tofile or untimely filing of any of these forms.Please note that the Internal Revenue Service considers virtual currency (e.g., Bitcoin) as property for U.S.federal tax purposes. As such, any transactions in, or transactions that use, virtual currency are subject to the same general tax principles that apply to other property transactions. If you had virtual currency activity during the 2021 tax year, you may be subject to tax consequences associated with such transactions and may have additional foreign reporting obligations.
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You agree to provide us with complete and accurate information regarding any transactions in, or transactions that have used, virtual currency during the applicable tax year. Please ask us for advice if youhave any questions regarding the type of records required for virtual currency transactions.Privileged Communication Federal law has extended the attorney-client privilege to some, but not all, communications between a client and the client's CPA. The privilege applies only to non-criminal tax matters that are before the IRS or brought by or against the U.S. Government in a federal court. The communications must be made in connection with tax advice. Communications solely concerning the preparation of a tax retarn will not be privileged.
In addition, your confidentiality privilege can be inadvertently waived if you discuss the contents of any privileged communication with a third party, such as a lending institution, a friend, or a business associate.We recommend that you contact us before releasing any privileged information to a third party.If we are asked to disclose any privileged communication, unless we are required to disclose thecommunication by law, we will not provide such disclosure until you have had an opportunity to argue that the communication is privileged. You agree to pay any and all reasonable expenses that we incur, including legal fees, that are a result of attempts to protect any communication as privileged.To protect your rights, please consult with us or with your attorney prior to disclosing any informationabout our tax advice or if you have questions about confidentiality. If you believe that you have criminalliability or if you have been notified that you are under a criminal investigation, please contact an attorney.We can still assist you in preparing your returns, but how we do so may change.Personal Expenses Unless we are otherwise advised, you confirm that your personal expenses are segregated from business expenses. You also confirm that business expenses (such as meals, travel, entertainment, vehicle use, and gifts) are supported by sufficient records to satisfy IRS substantiation reqmrements. At your request, we are available to answer your questions and advise you on the types of records required.
Unrelated Business Taxable Income
If your organization produces revenue from a trade or business activity not directly related to its tax-exemptpurpose, it may have unrelated business taxable income that must be reported separately from other income.You are responsible for informing us of any potential unrelated business taxable income. At your written request, we are available to provide you with written answers to your questions on this matter.
Client MGO LLP Responsibilities
On March 11, 2020, the World Health Organization declared the coronavirus (COVID-19) outbreak a pandemic. The duration and impact of the pandemic have been expansive, and several stimulus packages have been signed into law in the United States providing economic relief to businesses and individuals.Many of those relief measures have been in the form of tax provisions, and some of those tax provisionshave retroactive application. If you have any questions regarding the application of these economic taxrelief measures, please ask us for advice in that regard.We will use our professional judgment in preparing your returns. Given the magnitude of the economic tax relief provisions the U.S. stimulus packages have contained, as well as some new concepts introduced inthe law, additional stated guidance from the Internal Revenue Service, and possibly from Congress in theform of technical corrections on certain income tax provisions may be forthcoming. We will use ourprofessional judgment and expertise to assist you given the guidance as currently promulgated at the time our services are rendered. Subsequent developments issued by the applicable tax authorities may affect the DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
information we have previously provided, and these effects may be material. Whenever we are aware that a possibly applicable tax law is unclear or that there are conflicting interpretations of the law by authorities (e.g., tax agencies and courts), we will share our knowledge and understanding of the possible positions that may be taken on your return. In accordance with our professional standards, we will follow whateverposition you request, as long as it is consistent with the codes, regulations, and interpretations that havebeen promulgated.If a taxing authority should later contest the position taken, there may be an assessment of additional tax, interest, and penalties. We assume no liability for any such assessment of additional tax, penalties, or interest. In the event, however, that you ask us to take a tax position that in our professional judgment will not meet the applicable laws and standards as promulgated, we reserve the right to stop work and shall notbe liable for any damages that occur as a result of ceasing to render services.
The law provides for a penalty to be imposed where a taxpayer makes a substantial understatement of their tax liability. Taxpayers may seek to avoid all or part of the penalty by showing (1) that they acted in good faith and there was reasonable cause for the understatement, (2) that the understatement was based onsubstantial authority, or (3) there was a reasonable basis for the position taken on the return and the relevantfacts affecting the item's tax treatment were adequately disclosed on the return. You agree to advise us if you wish disclosure to be made in your returns or if you desire us to identify or perform further research with respect to any material tax issues for the purpose of ascertaining whether, in our opinion, there is "substantial authority" for the position proposed to be taken on such issue in your returns.Our engagement does not include any procedures designed to discover fraud, theft, or other irregularities, should any exist. If we discover information that affects your prior year tax returns, we will make you aware of the facts. However, we cannot be responsible for identifying all items that may affect prior year returns.
If you become aware of such information during the year, please contact us to discuss the best resolution.
Our advice is based upon tax reference materials, facts, assumptions, and representations that are subject tochange. Tax reference materials include, but are not limited to, the Internal Revenue Code ("IRC"), tax regulations. Revenue Rulings, Revenue Procedures, private letter rulings and court decisions. We will notupdate our advice after the conclusion of the engagement for subsequent legislative or administrative changes or future judicial interpretations. To the extent we provide written advice concerning federal tax matters, we will follow the guidance contained in Circular 230, §10.37, Requirements for Written Advice.
We may deem it necessary to provide you with accounting and bookkeeping assistance solely for the purpose of preparing the income tax returns. We will request your approval before rendering these additional services. We have not been engaged to and will not prepare financial statements.
In the event of an audit, you may be requested to produce documents, records, or other evidence to substantiate the items of income and deduction reported on a return. We are not responsible for thedisallowance of deductions that are doubtful or that have inadequate substantiation. We are also not responsible for any tax liabilities, penalties, or interest resulting from that disallowance.
In connection with this engagement, we may communicate with you or others via email transmissions. We take reasonable measures to secure your confidential information in our email transmissions. However, as emails can be intercepted and read, disclosed, or otherwise used or communicated by an unintended third party, or may not be delivered to each of the parties to whom they are directed and only to such parties, wecannot guarantee or warrant that emails from us will be properly delivered to and read only by the addressee.Therefore, we specifically disclaim and waive any liability or responsibility whatsoever for interception or unintentional disclosure or communication of email transmissions, or for the unauthorized use or failed delivery of emails transmitted by us in connection with the performance of this engagement. In that regard, DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
you agree that we shall have no liability for any loss or damage to any person or entity resulting from the use of email transmissions, including any consequential, incidental, direct, indirect, or special damages,such as loss of sales or anticipated profits, or disclosure or communication of confidential or proprietary information.We may from time to time and depending on the circumstances and nature of the services we are providing,share your confidential information with third-party service providers, some of whom may be cloud-based,but we remain committed to maintaining the confidentiality and security of your information. Accordingly,we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personalinformation. In addition, we will secure confidentiality terms with all service providers to maintain the confidentiality of your information and will take reasonable precautions to determine that they haveappropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure appropriate confidentiality terms with a third-party serviceprovider, you will be asked to provide your consent prior to the sharing of your confidential informationwith the third-party service provider. Although we will use our best efforts to make the sharing of yourinformation with such third parties secure from unauthorized access, no completely secure system forelectronic data transfer exists. As such, by your signature below, you understand that the firm makes no warranty, expressed or implied, on the security of electronic data transfers.
Some services that we provide to you may be performed by MGO-India, an affiliate located outside of the United States. In order for MGO-India to provide these services, we may need to disclose certain tax returninformation. Stringent data protection safeguards (including a security program, policy, and practice to protect tax return information from misuse, unauthorized access, or disclosure) have been implemented tomaintain your confidentiality and the security of your information. By signing this engagement letter, you consent to this disclosure and the use of your tax return information by MGO-India.
It is our policy to keep records related to this engagement for 7 years. However, MGO does not keep any original client records, so we will return those to you at the completion of the services rendered under thisengagement. It is your responsibility to retain and protect your records (which includes any work product we provide to you as well as any records that we return) for possible future use, including potential examination by any government or regulatory agencies. MGO does not accept responsibility for hostingclient information; therefore, you have the sole responsibility for ensuring you retain and maintain in your possession all your financial and non-financial information, data and records.By your signature below, you acknowledge and agree that upon the expiration of the 7-year period, MGO shall be free to destroy our records related to this engagement.
Engagement with MGO Affiliates
If you have or expect to engage an affiliate ofMacias Gini & O'Connell LLP (MGO) (see list of affiliates below) to perform services during the audit and professional engagement period (as defined below), you must notify MGO prior to entering into such engagement with the MGO affiliate. In addition, prior to signing this engagement letter, you must notify MGO of any service an MGO affiliate has performed prior to the audit and professional engagement period in order for MGO to ensure our independence in relationto this engagement. You will also be required to provide such representation within the managementrepresentation letter prior to the issuance of our report.
Audit and professional engagement period includes both:
i. The period covered by any financial statements being audited or reviewed (the "audit period"); and DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
ii. The period of the engagement to audit or review the audit client's financial statements or to prepare a report to be issued (the "professional engagement period"):
a. The professional engagement period begins when MGO either signs an initial engagement letter (or other agreement to review or audit a client's financial statements) or begins audit,review, or attest procedures, whichever is first; and b. The professional engagement period ends when the audit client or MGO terminate the engagement and the audit client is no longer a client ofMGO.
MGO Affiliates:
MGO Group LLCMGO Realty Advisors, Inc.MGO India Private LimitedMGO Private Wealth, LLCMGO Technology Group, LLCMGO Insurance Services, LLC Cresta Management Services, LLC
ELLO LLCELLO Capital, LLCELLO Advisors, LLCIntelliBridge Partners LLC Covid-19
An example of an issue that we foresee affecting your tax filings is the impact ofCOVID-19 on teleworking, travel, and the economy. This issue may result in additional filings and disclosures including (1) additional state filings, (2) additional international disclosures, and (3) the reporting of remote working expenses,losses, new debt, & depressed values. Similar to other identified issues, we can provide an estimate for these additional service costs prior to commencing work.
Other Terms
We have the right to withdraw from this engagement, at our discretion, if you do not provide us withinformation that we request in a timely manner, refuse to cooperate with our reasonable requests, ormisrepresent any facts. We also have the right to withdraw from the engagement if any payment of ourinvoices is delinquent. If we withdraw, it will constitute a completion of our services for this engagement.You agree to release us at the time of our withdrawal from any obligation to complete your return and to compensate us for any time and out-of-pocket expenses that we have incurred through the date of withdrawal.
In the event our firm or any of its employees or agents is called as a witness or requested to provide anyinformation whether oral, written or electronic in any judicial, quasi-judicial, or administrative hearing or trial regarding information or communications that you have provided to this firm, or to provide any documents and workpapers prepared by MGO in accordance with the terms of this agreement, you agree to pay any and all reasonable expenses including fees and costs for our time at the rates specified above, as well as any legal or other fees that we incur as a result of such appearance or production of documents.
Because of the importance of oral and written management representations to the effective performance of our services, Client releases and indemnifies our firm and its personnel from any and all claims, liabilities, costs, and expenses attributable to any misrepresentation by management and its representatives.
If any dispute arises between us, we agree to try first in good faith to settle the dispute by mediation administered by the American Arbitration Association (AAA) (or other association) under its Rules for DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
Professional Accounting and Related Services Disputes. All unresolved disputes shall then be decided by final and binding arbitration in accordance with the Rules for Professional Accounting and Related SendcesDisputes of the AAA. Fees charged by any mediators, arbitrators, or the AAA shall be shared equally by all parties.
IN AGREEING TO ARBITRATION, WE BOTH ACKNOWLEDGE THAT IN THE EVENT OF A
DISPUTE EACH OF US IS GIVFNG UP THE RIGHT TO HAVE THE DISPUTE DECIDED LN ACOURT OF LAW BEFORE A JUDGE OR JURY AND INSTEAD WE ARE ACCEPTING THE USE OF ARBITRATION FOR RESOLUTION.
If the tax preparation services and terms outlined above are in accordance with your understanding of ourengagement, please sign this letter in the space provided below and return it to our office. We appreciate this opportunity to work with you and should you have any questions relating to the tenns above, please do not hesitate to contact us. This Engagement Letter is subject to our client acceptance process.
Sincerely,/y^ ^ / Oc^ii
Macias Gini and O'Connell LLP
AGREED AND ACCEPTED:
Officer's Signature DateOfficer's Name & Title (Print)
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Marias Gini & O'ConnelI LLP
Terms and Conditions
I have read the attached Engagement Letter, including these Terms and Conditions, and understand its terms. I am authorized to sign the Engagement Letter on behalf of the party(ies) indicated.
These Terms and Conditions form part of the Engagement Letter under which Macias Gini & O'Connell LLP (MGO) will provide professional services to you (Client), as further described in the EngagementLetter to which this is attached. By signing the Engagement Letter, you agree to be bound by these Terms and Conditions. If you are using the services on behalf of a business, you represent, warrant, and agree that you have the authority to bind that business or entity to these terms and any policies referenced herein, including but not limited to those terms that limit MGO's liability, and require mediation and/or arbitrationfor potential legal disputes.
1. Dispute Resolution and Time Limitation on Claims
If any dispute arises among the parties hereto under the Engagement Letter, including these Terms andConditions, or any claim related to a claim concerning the services provided for under this agreement or the fees charged to the extent they exceed $25,000, the parties agree to discuss the dispute, and, if necessary,to first try in good faith to settle the dispute by mediation administered by the American Arbitration Association (AAA) under its Rules for Professional Accounting and Related Services Disputes, or JAMS, or ADR Services, Inc. (ADR), before filing a complaint or otherwise resorting to litigation or arbitration.
The parties further agree the mediation will take place at an AAA or other service provider location in the county in which the MGO office that provided the services under this agreement is located. Each party shall be responsible for its own mediation expenses, and shall share equally in the mediator's fees and expenses.
You and MGO agree that any dispute over fees charged by MGO, but only if the disputed fees are in excess of $25,000, which cannot be resolved through the mediation process described above, will be submitted for resolution by arbitration in accordance with the Rules for Professional Accounting and Related ServicesDisputes of the AAA, or JAMS or ADR, except that under all circumstances the arbitrator must follow the laws of the State in which the MGO office that provided the services under this agreement is located. Theparties may mutually agree to an alternative arbitration service provider (e.g., JAMS or ADR), subject to the same requirements as those provided for at the AAA. Such arbitration shall be binding and final. THEPARTIES UNDERSTAND THAT, BY AGREEING TO ARBITRATE ALL FEE DISPUTES, EACHPARTY IS GIVING UP THE RIGHT TO HAVE THE DISPUTE DECIDED IN A COURT OF LAW BYA JUDGE OR JURY OR COURT TRIAL AND INSTEAD ARE ACCEPTING THE USE OF BINDING, NON-JUDICIAL ARBITRATION FOR RESOLUTION. Each party will bear its own costs of arbitration and both parties shall share equally the costs of the arbitrators).
If the parties cannot resolve their dispute, excluding any dispute over fees, through mediation, either partymay pursue action in a State Court of competent jurisdiction in which the MGO office that provided the services under this Engagement Letter is located. Each party agrees that notwithstanding any applicablestatute of limitations, any claim arising out of or related to this Engagement Letter must be filed within one(1) year after the party first knows of or has reason to know the facts underlying its claim or within two (2) years following the completion of the services provided for under this agreement, whichever is shorter.
This paragraph may shorten, but in no event extend, any period of limitation an actions otherwise provided by applicable law.
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2. Limitation on Damages and Liability
Unless otherwise prohibited by law or applicable professional standard, you agree that MGO and its personnel shall not be liable to you for any claims, liabilities, or expenses, whether in contract, in tort, at law, or in equity, arising out of or relating to MGO's failure to meet its obligations under this Engagement Letter, for an aggregate amount in excess of the amount of MGO's fees actually paid to it under thisEngagement Letter. Unless otherwise prohibited by law or applicable professional standard, in no event shall MGO or its personnel be liable for loss of profits, business opportunity, or any consequential, special, indirect, incidental, punitive, or exemplary damages relating to this engagement. It is acknowledged by the parties that the provisions of this Engagement Letter agreement, including the limitation on damages, have been negotiated at amis' length. This limitation on damages provision shall apply to the fullest extent of the law.We rely in good faith on all information, assumptions, procedures and decisions communicated to us by you, your employees or your representatives, and we will not be responsible for any loss or other obligation arising from our reliance. Furthermore, the procedures we will perform in our engagement will be heavily influenced by, and dependent upon the written and oral representations and information that we receivefrom you. You agree that you are responsible for the accuracy and completeness of the representations andinformation provided to us by your employees, representatives and management, and you acknowledge that we may rely on the [Client] to ensure the accuracy and completeness of the representations and informationwe receive from its employees, representatives and management. In view of the foregoing, [Client or you] agree(s) to release, hold harmless, indemnify and defend MGO, its partners and personnel from any claims, costs (including attorneys' fees), losses, damages, liability, judgments, awards and settlements related to, arising out of, or resulting from misrepresentations, whether false, misleading, or incomplete information provided to us during our engagement by any of your employees, representatives or members of yourmanagement, whether or not such representations were intentional or authorized by you, except to the extentit is finally judicially determined that a claim, cost, loss, damage, liability, judgment, award or settlementwas the result of fraud or intentional misconduct, or violation of statutory law, on the part of MGO. Thisprovision shall survive the termination of this agreement and the completion of our services.
3. Governing Law, Jurisdiction, and Severability
This agreement and its terms shall be governed by, and construed in accordance with, the laws of the State in which the MGO office that provided the services under this Engagement Letter is located. More specifically, the parties agree to the personal jurisdiction by and venue in the state and federal courts in thecounty in which the MGO office that provided the service is located.] The parties agree to this choice oflaw and jurisdiction, and waive any defense based upon an inconvenient forum. This term will be enforced to the fullest extent permitted by applicable law. If any provision of this Engagement Letter, including these Terms and Conditions, is found by the court of competent jurisdiction to be unenforceable, such provisionshall not affect the other provisions. However, such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permissible the intent of theparties set forth in this agreement. 10 DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
4. Subpoena and Other Release of Documents
As a result of our services to you, we may be required or requested to provide information, testimony, or documents to you or a third-party pursuant to a subpoena, court order or other administrative or legal process in connection with governmental regulations or activities, or a legal, arbitration or administrativeproceeding, in which we are not a party. You agree that our efforts in complying with such requests or demands will be deemed a part of this engagement and MGO shall be entitled to additional compensation, and not limited to the budgeted or estimated fees and costs for the services provided for under the Engagement Letter, for our time and reimbursement for our out-of-pocket expenditures (including legalfees) in complying with such request or demand.
5. Use of Electronic Communication and Cloud-based Computine In the performance of our professional services, we may communicate with each other and/or with othersvia email transmission. As emails can be intercepted and read, disclosed, or otherwise used by anunintended third party, we cannot guarantee that such email communication will be properly delivered andread only by the addressee. While we will use our best efforts to keep such communications secure in accordance with our obligations under applicable laws and professional standards, you recognize and accept that we have no control over the unauthorized interception of these communications once they have been sent. Therefore, you hereby waive any liability whatsoever for any unintended interception orunintentional disclosure of email transmissions in connection with the performance of our professional services. MGO uses cloud-based computing services, including the storage of data and files, at third party, offsite, secure facilities. In that regard, you agree that we shall have no liability for any loss or damage toany person or entity resulting from the use of email transmissions and cloud-based computing, including any direct or indirect damages that may result from any inadvertent or unanticipated disclosure ofconfidential or proprietary information, or disclosure through third party criminal conduct (e.g., hackers or hacking activities).
6. Privacy Policy
You are aware of, have had an opportunity to review, and consent to, IvIGO's Online Privacy Policy, which in compliance with the California Consumer Protection Act explains how MGO collects, uses, and protects personal information you provide to MGO, and explains your rights related thereto. MGO' s Privacy policy also is in compliance with all applicable federal, state and local privacy and consumer protection laws and regulations. This is a link to MGO's Privacy Policy: https://www.mgocpa.corn/privacy
7. Independence
If applicable to you and the services to be provided to you pursuant to the Engagement Letter, professional and certain regulatory standards require us to be independent, in both fact and appearance, with respect to the client in the performance of our services. Any discussions that your representatives have withprofessional personnel ofMGO regarding employment could pose a threat to our independence. Moreover, if applicable, SEC rules could cause us not to be independent of the client if, within a restricted period, you were to hire, in a financial reporting oversight role, one of the engagement team members currently orpreviously assigned to the audit. This may include not only current employees of MGO, but also former employees and employees of other firms who work under our direction.] Therefore, you agree to inform us prior to any such discussions so that we can implement appropriate safeguards to maintain our independence.
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Moreover, to the extent that you have engaged a company affiliated with MGO to provide services related to your efforts to identify, interview, and hire officers, directors, or management, or related human resource efforts on your behalf, you agree to inform MGO so that MGO can evaluate whether there are any potentialor actual independence considerations that may preclude, or otherwise limit the services MGO is able to perform. Therefore, you agree to inform us prior to any such discussions so that we can implementappropriate safeguards to maintain our independence.
If we provide both attest and non-attest services to you, then in order to maintain our independence, you assume all management responsibilities for any non-attest services that we provide as part of the Services.You will designate a qualified individual with suitable skill, knowledge, or experience, from your senior management to oversee the non-attest services, evaluate the adequacy and results of the non-attest services, and accept responsibility for such services.
8. Hiring of MGO Personnel
If you hire one of our personnel directly from MGO during the performance of our services or within ninety(90) days after the completion of our services, where this is not prohibited by the SEC rules, if applicable, you agree to pay us a fee of Twenty-Five Percent (25%) of that individual's base compensation within sixty (60) days from the first day of employment.
9. Billing Policy
Each invoice is due and payable upon presentation and becomes past due after 30 days. An administrative charge of 1.5% per month may be charged on the unpaid balance outstanding over sixty (60) days past due.
10. Termination of_Seryices and Withdrawal
We may terminate this agreement and withdraw from providing further services, I (a) any invoice becomedelinquent; (b) we become aware of any criminal, fraudulent, or similar acts by you or your management, the Client, or its management is accused of or becomes the subject of an investigation by any governmental entity of criminal fraudulent or similar acts which causes us to have reasonable doubt as to the integrity of the Client or management; (c) you fail to provide us with information we request; (d) you cause a substantial delay in our engagement work or we are unable to complete the engagement or are unable to form anopinion for reasons beyond our control; (e) you violate any of the terms of this agreement or the Engagement Letter; or (f) we are no longer able to satisfy our professional obligations regarding independence or conflicts of interest, or pursuant to applicable professional standards, or statutes. If we withdraw for any reasons, you agree to pay all of our fees for work performed and expenses incurred through the effective date of our withdrawal.
11. Force Majeure
MGO shall not be liable for breach of this agreement or the Engagement Letter caused by circumstancesbeyond our reasonable control, including but not limited to the Client's unwillingness, or failure to provide information necessary for the services to be completed.
12. Assignment
The Client shall not assign any rights, obligations or claims relating to this agreement or the Engagement Letter.
12 DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
13. Independent Contractor
The services MGO provides to you are that of any independent contractor, and not as your employee, agent,partner, joint venture, or otherwise. Neither you nor we have a right, power, or authority to bind the other.
14. General Provisions
Client and MGO acknowledge and agree that all prior understandings, representations, and agreements heretofore made or reached by them are merged into this agreement, which alone fully and completely expresses their agreement. Any such prior understandings, representations and agreements are void and nonactionable. This agreement may be amended or modified only by a written agreement signed by you and MGO. In the event that there is a conflict between these Terms and Conditions and the Engagement Letter, the terms of the Engagement Letter shall control.
This agreement is a private agreement that has been specifically tailored to the interests of you and MGOin the transaction and subject matter it addresses, and it does not, and is not intended to contemplate, touch upon or affect the general public or matters of public interest or necessity. You and MGO have the right and the opportunity to review, revise, and consult with counsel concerning the provisions of this agreement,and it is acknowledged that both parties possess relatively equal capacity and resources to negotiate and bargain for the provisions contained in this agreement. It is further acknowledged that neither party has control over the property, interests or rights of the other, and that no fiduciary relationship exists between them.
Because both parties have had the right to review and revise this agreement, the rule of construction that any ambiguities are to be construed against the drafting party shall not be employed in interpreting this agreement. To the extent any provision or term of this agreement is held unenforceable, the remaining terms and provisions shall remain in full force and effect, and enforceable.
This agreement may be executed in several counterparts which, when taken together, shall constitute the entire agreement. A facsimile or electronic signature shall be treated as an original signature, provided that the party providing the facsimile or electronic signature shall be responsible for obtaining an ink signaturethat will be provided to the other party(ies) immediately upon request.
15. Non-CPA Owner Notice Requirement
MGO is owned by professionals who hold CPA licenses as well as by professionals who are not licensed CPAs. Therefore, depending on the nature of the services being provided, non-CPA owners may be involved in providing certain services hereunder.
13 DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SUPPLEMENTAL CONDITIONS
1. It is expressly agreed that Contractor is to perform the services described herein as an independent contractor pursuant to California Labor Code Section 3353, under the control of the City as to the result of his work only but not as to the means by which such result is accomplished. Nothing contained herein shall in any way be construed to make Contractor or any of its agents or employees, an agent, employee or representative of the City. Contractor shall be entirely responsible for the compensation of any assistants used by Contractor in providing said services.
2. This Contract shall automatically terminate when the total accumulated compensation paid or due to Contractor under this Contract reaches $10,000.00. The City shall not be responsible for compensating Contractor for any amounts in excess of $10,000.00.
3. Either the City or Contractor may cancel this Contract at any time upon giving the other party ten (10) days' written notice of such cancellation. In the event of cancellation, the City shall be liable only to pay to the Contractor compensation for services rendered up to the date of the Contract's cancellation.
4. Contractor shall not assign this Contract, or any part thereof, or any right of the Contractor hereunder without the prior written consent of the City.
5. Contractor shall indemnify, defend and hold the City harmless from and against all claims, demands and causes of action for injury, death or damage to any person or property which may arise or result from the contractor's performance of this Contract or from acts or omissions of any person(s) employed by Contractor.
6. Contractor agrees to observe all applicable laws including, but not limited to, the provisions of Section 2.28.030 of the Municipal Code of the City of Richmond obligating every contractor or subcontractor under a contract or subcontract to the City of Richmond for public works or for goods or service to refrain from discriminatory employment practices on the basis of the race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee of, or applicant for employment with, such contractor or subcontractor.
7. Pursuant to Chapter 7.04 and Section 7.04.160 (f) of the Municipal Code of the City of Richmond, if this Contract does not exceed five thousand dollars ($5,000.00) and if the Contractor does not make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then the Contractor shall be exempt from obtaining a City of Richmond business license.
8. If this Contract does exceed five thousand dollars ($5,000.00), or if Contractor does make more than five thousand dollars ($5,000.00) within the City of Richmond during the fiscal year, then a City of 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.
Macias Gini & O'Connell, LLP
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
For the Contract between the City of
Richmond and
Short Form Contract Supplemental Conditions/EJ/TE 11-30-07
SPECIAL CONDITIONS
Macias Gini & O'Connell, LLP
The Supplemental Conditions of the Short Form Contract are hereby amended to include the following modifications:
See Terms and Conditions on pages 9-13 of engagement letter, dated December 8, 2021.
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
For the Contract between the City of
Richmond and
Short Form Contract Insurance Provisions/EJ/TE 11-30-07
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.
Macias Gini & O'Connell, LLP
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
___ 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.
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
___ 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.
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
___ 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.
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
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
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. $
$
$
$ 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 EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH- STATUTEPER
(MM/DD/YYYY) LIMITS POLICY EXP (MM/DD/YYYY)
POLICY EFF LTR 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 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
HIRED
AUTOS ONLY
5,000,000
Deductible: $250,000
Producer's California DOI License #OE77964
Lemme, a division of EPIC
NAVIGATORS SPECIALTY INS CO
Edgewood Partners Insurance Center
Professional Liability
450 Civic Center Plaza, Suite 300
Aggregate
05/01/22 Each Claim
Arlington Heights, IL 60005
500 Capitol Mall, Ste 2200
1-847-385-6800
[email protected]
04/29/2021
City of Richmond
USA
Macias Gini & O'Connell LLP
[email protected]_LEM
David Koenen
Sacramento, CA 95814
62078554
62078554
36056
4th Floor
111 West Campbell
A DN21APLC0003KIC
847-385-6800
05/01/21
5,000,000
Richmond, CA 94804
DocuSign Envelope ID: CE52A689-FE11-413A-B9EF-89654F418ABA
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
LaShonda White, Interim Director of Community Services
Jesus Morales, Housing Manager
Subject: Contract with RCF Connects to Develop and Implement a Housing First and Short-Term Emergency Housing
Assistance Program.
FINANCIAL IMPACT: In the Fiscal Year (FY) 2022-2023 budget, the City Council allocated $425,000 in one-time funds to support a Housing First Program, and $100,000 in one-time funds to support a short-term Emergency Housing Assistance Program.
PREVIOUS COUNCIL
ACTION:
June 21, 2022
STATEMENT OF THE
ISSUE:
On June 21, 2022, the City Council adopted the FY 2022- 2023 budget that included funds for a Housing First
Program and a short-term Emergency Housing Assistance
Program. A Request for Proposals (RFP) was issued
seeking a consultant to develop and implement one or both programs. Two proposals were received in response to the RFP and City staff members are recommending a contract
with RCF Connects for this work.
RECOMMENDED
ACTION:
APPROVE a contract with RCF Connects to develop and
implement a Housing First Program and a Short-Term
Emergency Housing Assistance Program for unhoused
individuals and/or families in need of housing-related
assistance, for a total amount not to exceed $525,000, with a term expiration of June 30, 2024 – Community
Development/Community Services (Lina
Velasco/LaShonda White 510-620-6512).
AGENDA
REPORT
December 20, 2022
DISCUSSION:
Homelessness in Richmond, California has been increasing in recent years, with visible signs of its impact on individuals, families, and neighborhoods. According to the 2022 annual Point-In-Time count and survey of persons experiencing homelessness, Richmond’s total homeless population increased from 333 individuals in 2019 to 632 in 2022. This represents an almost 90 percent overall increase in Richmond’s homeless population. More information from Contra Costa County’s Point-In-Time Survey of the unhoused can be found at the Contra Costa Health Services (CCHS) Health, Housing & Homeless (H3) Services website: https://cchealth.org/h3/coc/pdf/PIT-infographic2022.pdf and https://cchealth.org/h3/coc/reports.php#PIT.
In September 2022, the City of Richmond released a Request for Proposals (RFP), via the City’s BidsOnline system, seeking one or more qualified consultants to develop and implement a Housing First and/or Short-Term Emergency Housing Assistance Program.
The primary intent of this RFP is to select and contract with qualified organization(s) that can: 1) demonstrate competencies in developing and implementing the Housing First Model and/or Emergency Housing Assistance Model; 2) offer unhoused individuals and families permanent housing options to support health and safety; 3) demonstrate efficient and responsible use of City funds by ensuring the majority of funds are used for direct services; and 4) develop innovate and successful methods for outreaching to and engaging potential landlords and/or other housing providers to participate in the program. Additional information regarding Housing First model and the Emergency Housing Assistance model can be found in the Request for Proposal (Attachment 1).
In Fiscal Year 2022-2023, the City allocated a total of $425,000 in one-time funds to support a Housing First Program, and $100,000 for a Short-Term Emergency Housing Assistance Program.
Although the primary focus of both programs is to meet housing needs, supportive services that can help end the cycle of homelessness and assist individuals and families in sustaining housing, acquiring income and employment, and improving the quality of their lives is also desired.
Request for Proposals (RFP) Process and Review
The RFP was released on September 27, 2022, with a submittal deadline of November 1, 2022 (Attachment 1). The RFP was posted on the City’s BidsOnline system for competitive bidding, in which 1,222 vendors were notified (Attachment 2). The City sought proposals from highly-qualified firms to: (1) to develop and administer a Housing First Program that focuses on connecting unhoused individuals and/or families with permanent housing options, while providing access to supportive services, and/or (2) to develop and administer an Emergency Housing Assistance Program for unhoused individuals and/or families in need of short-term housing-related assistance.
Organizations were able to provide proposals in response to one or both programs.
December 20, 2022
On November 1, 2022, the City received two (2) proposals by the deadline from RCF Connects (formerly known as Richmond Community Foundation) and Catholic Charities of the East Bay. The review committee, consisting of City staff from Community Development, Community Services, City Manager’s Office, City Council Office, and the Mayor’s Office, reviewed and scored the proposals utilizing the criteria outlined in the RFP (Attachment 3). City staff members also conducted interviews with both firms.
Based on total scores, City staff members recommend entering into a contract with RCF Connects (RCF) to develop and implement a Housing First Program and Short-Term Emergency Housing Assistance Program (Attachment 4). RCF is the lead applicant and plans to work with organizations such as Catholic Charities, SparkPoint, Richmond Neighborhood Housing Services, Richmond Rent Program, Safe Organized Spaces (SOS) Richmond, and Collaborising. Although the City decided not to award the contract to Catholic Charities, it was determined that Catholic Charities and RCF would explore the idea of collaborating on one or both programs to benefit the Richmond community.
The proposal submitted by RCF received the highest score from the review committee.
RCF was selected because they have an experienced team, the proposal aligned with the RFP requirements, the team has performed similar work in Richmond, they have an understanding of the Richmond community, they are able to leverage the City’s funds to help expand the reach of the program, and the reviewers felt that their proposal best met the needs of the community.
Proposed Scope of Work
PROGRAM DEVELOPMENT AND IMPLEMENTATION: In collaboration with City staff members and approved program partners, develop a Housing First and/or Emergency Housing Program, that is responsive to community needs and based on promising practices.
OUTREACH AND INCLUSION: Plan for a variety of methods and forums to engage stakeholders throughout the process, and outreach to potential landlords as a key component in developing a successful and long-lasting program SUPPORTIVE SERVICES: Create a supportive services plan which will highlight the type of supportive services to be provided to participants, needs for services are identified and individual service plans are developed, and how your agency will help create linkages for participants to other community resources. EVALUATION: Develop a system for evaluating the success of the program and tracking the housing options and supportive services provided Proposed Budget
December 20, 2022
The budget for both programs is outlined in the attached contract. The total not-toexceed budget for the Housing First Program is $425,000. RCF plans to use up to $260,000 of the $425,000 allocation for staffing-related and indirect costs (salary and benefits for two (2) care managers that will serve as navigators for participants and liaisons with landlords, coaching services, etc.). The remaining $165,000 will be used to pay up to one (1)-year of rent for individuals that meet established program requirements. Although over 60 percent of the City’s allocation is being spent on direct services, RCF is confident that they can leverage the City’s funds and secure an additional $200,000 in outside funding to provide direct housing/rental support.
The budget for the Short-term Emergency Housing Assistance Program is $100,000.
RCF plans to spend 30 percent (30%) or $30,000 of the $100,000 allocation on subcontractors that will provide intake, processing, and support for those in need of emergency housing support. The remaining 70 percent (70%) or $70,000 will provide short-term emergency housing assistance (i.e., rental assistance, hotel/motel vouchers, etc.). RCF believes that they can raise $100,000 in outside funds to expand this program.
The City, in collaboration with RCF, will amend the budget, as necessary, to best develop and implement the programs. It is the policy of RCF to create and maintain accounting, billing, and cash control policies, procedures, and records that are consistent with Generally Accepted Accounting Principles (GAAP) and meet the requirements of state and federal statutes and regulations.
Timeline and Next Steps
The development and implementation of both programs will begin as soon as the contract is executed, which is anticipated to occur in January 2023. The proposed contract provides flexibility for City staff members to work with RCF and possible collaborators on program design, outreach, performance metrics, evaluation/reporting, and implementation. RCF, in collaboration with City staff members, would work to further define both program models, conduct required outreach to individuals in need of support, service providers, and landlords, and begin to implement the programs.
RCF will evaluate both programs quarterly based on agreed upon metrics and will share with City staff members to allow for continuous improvement of both models. City staff members and RCF plan to provide updates to City Council throughout the pilot program (first 12-months) and will provide a one-year review of both programs in December 2023/January 2024.
DOCUMENTS ATTACHED:
Attachment 1 – Housing First & Emergency Housing Assistance Request for Proposals Attachment 2 – Bid Package
Attachment 3 – Scoring Matrix
Attachment 4 – RCF Connects Contract
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
City of Richmond Housing First and Emergency Housing Assistance RFP Page 1 of 17 Request for Proposals (RFP)
DEVELOPMENT AND
IMPLEMENTATION OF A HOUSING
FIRST PROGRAM AND/OR SHORTTERM EMERGENCY HOUSING
ASSISTANCE PROGRAM
Release Date: Tuesday, September 27, 2022
Deadline for Submittal: Tuesday, November 1, 2022, at 5:00pm Contact: LaShonda White, Interim Director of Community Services Email: [email protected]
Phone Number: 510.620.6512
City of Richmond
City Manager’s Office, Community Development and Community Services
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
City of Richmond Housing First and Emergency Housing Assistance RFP Page 2 of 17
INTRODUCTION
Homelessness in Richmond, California has been increasing in recent years, with visible signs of its impact on individuals, families and neighborhoods. According to the 2022 annual Point-In-Time count and survey of persons experiencing homelessness, Richmond’s total homeless population increased from 333 individuals in 2019 to 632 in 2022. This represents an almost 90 percent overall increase in Richmond’s chronically homeless population. More information from Contra Costa County’s Point-In-Time Survey of the unhoused can be found at: https://cchealth.org/h3/coc/pdf/PITinfographic-2022.pdf and https://cchealth.org/h3/coc/reports.php#PIT.
The City of Richmond is releasing a Request for Proposals (RFP), seeking one or more qualified organization(s) (1) to develop and administer a Housing First Program that focuses on connecting unhoused individuals and/or families with permanent housing options, while providing access to supportive services, and (2) to develop and administer an Emergency Housing Assistance Program for unhoused individuals and/or families in need of short-term housing-related assistance. Organizations can respond to this RFP for one or both programs.
In Fiscal Year 2022-2023, the City allocated a total of $425,000 in one-time funds to support the Housing First Program, and $100,000 in one-time funds to support the Emergency Housing Assistance Program. It is expected that the majority of these funds will be used to provide housing and direct services, with a portion spent on program design, oversight and administration. It is important that the majority of these funds are used to meet the immediate and long-term housing needs of Richmond’s unhoused community.
Although the primary focus of both programs is to meet housing needs, we also understand the importance of individuals having access to an array of supportive services that can help end the cycle of homelessness and assist individuals and families in sustaining housing, acquiring income and employment, and improving the quality of their lives.
This RFP describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
ABOUT THE CITY
The City of Richmond is a Charter City located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,567 residents. Richmond is one of the region’s most diverse communities: 42.5 percent of residents identify as Hispanic or Latino, 20.2 percent identify as Black or African American alone, 17.8 percent identify
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 3 of 17 as White alone (not Hispanic of Latino), and 15.4 percent identify as Asian alone.
Richmond is home to a multi-modal transit hub that includes BART, Amtrak and AC Transit, marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable up-andcoming communities in California.
The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets and infrastructure; library and employment services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events. The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
DEFINITIONS
Housing First1: Housing First is a rights-based approach to rehoming unhoused residents that does not make accessing housing contingent upon pre-conditions or compliance by the formerly unhoused resident(s). For example, housing is not conditioned on sobriety, minimum income requirements, lack of a criminal record, completion of treatment, participation in services, or other conditions. Instead, the model quickly moves people into permanent housing first and then provides wrap-around services for physical and mental health, education, employment, substance abuse and other supports. The model is grounded in the underlying principle that people are better able to stabilize their lives and address other issues if they are first housed.
Housing First should be a rights-based people-centered approach, meaning that unhoused residents exercise agency and choice regarding the location and type of housing as well the services they receive. Enabling self-determination is proven to result in an increased likelihood that individuals stay housed and participate in supportive services. Additionally, housing someone quickly and providing a foundation of stability safeguards against the adverse effects of prolonged homelessness.
As defined by the National Alliance to End Homelessness, Housing First programs share the following elements (http://www.endhomelessness.org/library/entry/what-ishousing-first):
• Focus on helping individuals and families access and sustain rental housing as quickly as possible and the housing is not time-limited; • Deliver a variety of services are offered and if accepted, delivered primarily following a housing placement to promote housing stability and individual wellbeing; Such services are time-limited or long-term depending upon individual need; and
1 Previously through the Richmond’s Mayor’s Office, landlords that elected to participate in the “Housing First Program” were provided an advance of 1 year of rent for an unhoused individual or family. The average rent was ~$2,000/month and the program was funded through private donations and not City of Richmond funds.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 4 of 17 • Assure Housing is not contingent on compliance with services – instead, participants must comply with a standard lease agreement and are provided with the services and supports that are necessary to help them do so successfully.
Emergency Housing Assistance Program: Serves as short-term or immediate housing solution, often through rental subsidy or hotel/motel vouchers, until the person finds permanent housing through the private market or is housed in permanently supportive housing with wrap-around services. This program will be used on a short-term basis to provide support to move individuals and families experiencing homelessness as rapidly as possible into permanent housing. Intense but short-term case management is provided to help families stabilize and prepare to live independently.
The City of Richmond will work with the selected consultants to define “unhoused” or “homelessness,” and if needed, to further define both programs.
SCOPE OF SERVICES
The primary intent of this RFP is to select and contract with qualified organization(s) that can: 1) demonstrate competencies in developing and implementing the Housing First Model and/or Emergency Housing Assistance Model; 2) offer unhoused individuals and families permanent housing options to support health and safety; 3) demonstrate efficient and responsible use of City funds by ensuring the majority of funds are used for direct services; and (4) develop innovate and successful methods for outreaching to and engaging potential landlords and/or other housing providers to participate in the program.
Organizations can submit proposals independently or in collaboration with other providers. Also, organizations may respond to (1) the Housing First Program, (2) Emergency Housing Assistance Program, or (3) both. Responses and budgets should be separate and clearly articulated so that the reviewers understand which component is being responded to.
The scope of services that the respondent should address via this RFP includes:
• PROGRAM DEVELOPMENT AND IMPLEMENTATION: Develop a Housing First and/or Emergency Housing Program, structure, and outlook that aligns with the City’s definitions of both programs.
• OUTREACH AND INCLUSION: The City expects the selected consultant(s) to include the voices of those with lived experience of homelessness in the development, implementation, and evaluation of the program. The programs should be delivered in a human-centered, trauma-informed, culturally and linguistically competent manner that respects those being served. The respondent should engage a broad range of community stakeholders, including the unhoused community, nonprofit providers, advocacy groups, elected officials, faith-based community, Contra Costa County, school district, businesses, and
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 5 of 17 city staff members. The consultant(s) should plan for a variety of methods and forums to engage stakeholders throughout the process.
Outreach to potential landlords is also a key component in developing a successful and long-lasting program. Unhoused individuals and families are in need of housing, but the Housing First program does not work without landlords that are willing to participate in the program. The consultant(s) should be able to articulate how they will conduct outreach, educate and incentivize landlords to participate in this program.
• SUPPORTIVE SERVICES: Create, in combination with the Housing First and/or Emergency Housing Assistance programs, a supportive services plan which will highlight the type of supportive services to be provided to participants, needs for services are identified and individual service plans are developed, and how your agency will help create linkages for participants to other community resources.
The following types of supportive services to the unhoused community could include but is not limited to:
o transportation assistance and referrals;
o access to integrated health services, including medical, dental, vision, and pharmacy care;
o assistance with acquiring and accessing benefits;
o help with accessing psychiatric services, including group and individual therapy and substance use treatment;
o employment and job training support;
o referrals to food resources;
o legal referrals and advocacy; and/or
o case management.
There should be a data-driven coordinated assessment system for matching people experiencing homelessness to the most appropriate housing and services based on their needs.
• EVALUATION: The respondent should develop a system for evaluating the success of the program and tracking the housing options provided and supportive services provided. Also, it will be important to utilize data, evidencebased practices and system performance measures to collect data and adjust investments or approaches at a program and system level. • BUDGET MANAGEMENT: The respondent should demonstrate responsible and efficient funds management. The City expects the selected organization to leverage city funds to increase the amount of money available to implement one or both programs. The Respondent should have knowledge of how to coordinate and leverage resources from various sectors, including external untapped resources. It is also expected that the majority of city funds will be used to provide housing and direct services, with a smaller portion spent on program
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 6 of 17 design, oversight and administration. It is important that the majority of these funds are used to meet the immediate and long-term housing needs of Richmond’s unhoused community.
Qualifications of Applicants
Proposers must demonstrate the knowledge, capacity, and experience to provide the services set forth in this RFP and to deliver a high-quality plan. The ideal proposer has practical knowledge or experience in:
• Richmond’s homelessness context, including trends, key organizations, and roles;
• Developing community plans, particularly around homelessness; • Federal, state, local, private, and mainstream programs for the homeless and affordable housing funding;
• Effective community outreach;
• National best practices in homelessness strategies and programs; • Using Homeless Management Information System (HMIS) and other data assessing need and performance; and
• Implementing homeless and housing programs, solutions, funding, etc.
Consultant Responsiveness
• Firms with or without subcontractors are encouraged to submit proposals which can be validated based on prior work experience, utilizing methodologies that ensure proper governance and process integrity.
• Proposers are welcome to include other professional recommendations to maximize outreach and engagement efforts that align with the intent of this RFP. • The consultant services relative to this process must be administered in an independent, thorough, unimpaired, and unbiased manner.
RFP Schedule
The proposed implementation timeline for the project is below. Applicants will be notified of any changes to the schedule via the City’s BidsOnline system.
Date Activity
Tuesday, September 27, 2022 Release RFP
Wednesday, October 12, 2022 Final Day to Submit Questions (5:00 PM) Friday, October 14, 2022 Responses to Questions posted on BidsOnline Tuesday, November 1, 2022 RFP Due Date (5:00 PM) via BidsOnline
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 7 of 17 November 16-18, 2022 Interviews (If determined necessary by City staff) Tuesday, December 6 or 20, 2022 City Approval Processes * Tuesday, January 2, 2023 Effective Date of Contract (date is subject to change depending on City Council approval date)
* The City expects, but does not guarantee, that the contract award will be made by the City Council on the date indicated above.
The final design and timeline for all tasks will be agreed upon after final selection of the consultant(s).
Proposal Format Guidelines
The Proposals should:
• Be concise, well-organized, and demonstrate the proposer’s experience applicable to the program.
• Be limited to 20-pages on standard letter-sized paper (8.5 inches X 11 inches and 12-point font). This page limit is inclusive of graphics, forms, pictures, photographs, and dividers. Résumés, required forms, certifications, front and back covers will not count toward the proposals 20-page limit. • Adhere to the “Proposal Elements and Format Requirements” order and content descriptions within each section.
• Be straightforward and provide “layman” explanations of technical terms that are used.
Proposal Elements and Format Requirements
1. Transmittal Letter
• Address letter to LaShonda White, Interim Director of Community Services. • Ensure an officer of the lead agency signs the letter. • Include the name, title, phone number, and email address for the main staff contact for all communications regarding your proposal submission. • Include a statement regarding the firm’s ability to comply with the RFP and/or standard provisions of the City of Richmond’s Standard Services Agreement including insurance requirements (See Attachments 1 and 2). • Provide a very brief introduction to your organization, your motivation for seeking this project, and an overview of the skills and experiences your organization would contribute to this project. Also, describe your understanding of the scope of services to be done, and the objectives to be accomplished. • Provide responses to the following items under the section entitled “General City Requirements”: Item #4 (Previous Contracts with the City of Richmond), Item #5
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 8 of 17 (Exceptions to this Request for Proposals), and #6 (Statement of Impartiality and Disclosure).
• Include a stipulation that the proposal price will be valid for a period of at least 180 days.
2. Approach to Work (Methodology and Timeline)
Please describe in detail how you will address the project components as outlined in the Scope of Services section of the RFP. The section should include:
• Methodology: Provide a detailed description of the methodology to be used to accomplish the qualifications and scope of services specified in this RFP. Include the deliverables that should be incorporated into the proposer’s approach, and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. This section should also include information regarding outreach and engagement. • Housing Options: Describe how you will recruit and support/maintain landlords and locate appropriate housing sites. How are you going to build a list of housing options to offer during this program?
• Supportive services: List the type of services clients will have access to, how you will track the services utilized by clients, and the process by which you will connect clients to services. Describe how your project will coordinate supportive services with other resources in the community to maximize the amount of assistance provided to the project's participants. Describe how you will communicate with clients whose primary language is not English. • Partnerships: Provide a list of organizations that will provide support and their roles, and how will you select partners and hold them accountable to support the program and patrons. Include letters of commitment, letters of support and memoranda of understandings outlining coordination with other community resources. If partners are part of your RFP application, provide information on their history collaborating with your agency and how the partnership will facilitate a streamlined process for participant access to the housing assistance and/or services being offered. Describe how your program collaborates with the County and Continuum of Care planning process. Describe your current involvement with the local County Continuum of Care and with other public systems utilized by the identified target population.
• Performance Metrics: Describe your framework for ongoing performance measurements that will continually inform implementation and investments.
Describe how you will share the information to city staff and the public.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 9 of 17 • Timeline: Provide a detailed project schedule, identifying significant milestones all tasks and deliverables to be performed durations for each task, and overall time of completion.
3. Experience and References
The information requested in this section should describe the experience of the firm, key staff and sub‐contractors performing projects within the past ten years (preferably within the past 2-5 years) that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
• A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this RFP. • Provide a staffing plan demonstrating the qualifications and experience of the organization’s management and key personnel assigned to perform work. • Include three (3) references from past clients or partners that received similar services from your firm. Provide contact name(s), company, address, telephone number(s), and email address(es). Also include description of services provided including contract amount and project start and end dates. The City of Richmond reserves the right to contact any of the organizations or individuals listed.
4. Proposed Budget & Fund Management
• Include a not-to-exceed total budget amount.
• Provide a detailed budget spreadsheet indicating the cost of each major element identified in the Scope of Services and including all direct and indirect project costs associated with the budget narrative and Scope of Services. o Include a brief narrative to detail the costs for the projected budget as tied to the deliverables outlined in Scope of Services.
o Include line items for each staff to be assigned to the project, the total projected hours, and hourly rate. Hourly rates shall be all-inclusive (i.e., base salary, fringe benefits, overhead, etc.).
o Include costs associated with facilitating effective community engagement activities, including materials or reproduction costs, community outreach and engagement incentives, as well as subcontractor services and costs, if needed.
o Clearly show the between direct service and program oversight and administration
• Describe how you will manage and leverage City funds
Please note: Proposers will be paid at the same rates set forth in their cost proposal and no additional funds will be paid above and beyond the original quote given by the selected Proposer unless further negotiated in writing and agreed to by the City of Richmond. These rates will also be used to negotiate other mutually agreed upon tasks that may be assigned. This is a negotiated procurement and as such, awards may not necessarily be made to the consultant submitting the lowest priced proposal. Awards
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 10 of 17 will be made to the consultant submitting the best responsive proposal satisfying the Department’s criteria, including consideration of price and other indicated factors.
5. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the proposer offers to provide.
6. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Offerors intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the City.
If including subcontractors, please provide addresses, telephone numbers and areas of expertise of each.
7. Exceptions to this Request for Proposal
• The proposer shall state whether it takes any exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 3). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained.
• Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted
• Failure to make exceptions to the RFP or Standard Services Agreement within the qualifications will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
Questions and Correspondence Concerning RFP
Utilizing the City’s BidsOnline System
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download the RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 11 of 17 Questions & Answers
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 PM PST, Wednesday, October 12, 2022. Notification of answers to questions received by that date will be provided via BidsOnline by Friday, October 14, 2022.
Addendums
If the City finds it necessary to issue an addendum, prospective proposers will receive e-mail notification of addendum. However, it is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible addendums to the RFP that may have been posted.
Submittal Instructions - Process for Submitting Proposals Electronic Proposals shall be submitted via the City’s secure online bidding system, BidsOnline. All required sections of the proposal must be submitted via the website.
The Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 5:00 PM, local time, on Tuesday, November 1, 2022.
Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
The City of Richmond reserves the right to waive inconsequential irregularities.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.
Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Evaluation
The selection committee, comprised mainly of City of Richmond personnel, shall first review submittals to verify that the proposer has met the minimum requirements.
Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 12 of 17 Criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
Category Score
Percentage
Description
Quality,
Completeness &
Attention to
Requirements
5 • Proposal exhibits clarity, organization, detail, and responsiveness overall
• Transmittal Letter is included and meets all
requirements.
• All submittal requirements are met and required
information is provided in the format specified
• All three references are provided
Scope/Approach
to Work
40 • Demonstrated understanding and knowledge of the
work required and ability to provide services as
outlined in the RFP
• Clearly articulated approach and proposed
methodology to project scope
• Innovative approaches and internal measures for
services requested
• Potential problems and suggestions of possible
solutions are shared
• Ability to effectively manage multiple community
engagement activities throughout the duration of the
planning process is demonstrated
• Clear description of outreach and engagement of the
unhoused community, landlords, and other
stakeholders
• Timeline provides sufficient detail for reviewers to
analyze the feasibility of the scope of work, the
robustness of activities and approach, and
demonstrates Respondent’s clear understanding of
the requested scope of work
• Special resources the team offers that are relevant
to the successful completion of the project
Qualifications
and Project
Team
30 • Firm’s experience in performing similar work, years in business, past and current client references are
relevant, and technical expertise and professional
competence in areas directly related to this RFP
• Prior experience and capacity of firm in leading
community engagement in diverse communities,
community needs assessments, strategic planning,
public funding allocation, or similarly relevant
environments is described
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 13 of 17 • Unique qualifications of key personnel and
successful involvement with projects of similar scope
and magnitude
• Professional background and qualifications of all
team members comprising the team are clearly
demonstrated
• Availability of staff to conduct tasks within required timeframe
• Résumés included and organizational structure
makes sense
Cost Proposal 25 • Budget is sufficiently detailed, clear, and includes all specified requirements such as pricing for staff,
including direct and indirect labor expenses
• Budget demonstrates that the majority of City funds
are for direct services
• Proposed Budget and Costs include narrative and
line-item budgets
• Description of fund management and opportunities
to leverage or support ongoing programming
TOTAL 100
Upon request of the City of Richmond, short-listed vendors may be requested to participate in interview/ presentation/demonstration on the vendor’s proposal, which would include a detailed analysis of how the RFP requirements would be addressed should Offeror receive the award. Presentations may be conducted either in-person or via video conferencing software (i.e., Zoom) The presentation shall be conducted at no cost to the City. Vendors may be eliminated from consideration based solely on the inability to meet minimal requirements and/or review of written proposals.
The total points for both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposer for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from proposers
• Clarifying cost/budget
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 14 of 17 If the City cannot successfully negotiate a contract with the highest ranked proposer, the City may begin negotiations with the second highest ranked proposer.
Selection may be made without further discussion, negotiations, or proposer’s presentations; therefore, proposer shall offer the most favorable terms in response to this RFP. Proposer must demonstrate an understanding of the Scope of Service to be provided and the ability to accomplish the tasks set forth. Proposer shall include information that will enable the City to determine the proposer’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Service. The City will negotiate with the vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of proposals.
Award
When the selection committee has completed its work, Department staff will then recommend a firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 1).
General City Requirements
1. General Information
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by the proposer, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals, or to make no award without providing the reason(s) underlying the declination.
2. Issue subsequent Requests for Proposals.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 15 of 17
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
10. Request additional information, including, but not limited to, follow‐up interviews.
2. Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
3. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the proposer will employ to ensure that any subcontractor complies with the provisions of proposer’s contract with the City.
4. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
5. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.
Exceptions will be considered during the proposal evaluation process.
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City of Richmond Housing First and Emergency Housing Assistance RFP Page 16 of 17
6. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests.
Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
7. Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
8. Business Licenses
Proposer, at its sole expense, and all subcontractors shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City of Richmond Business License, which will be required in connection with the performance of services hereunder.
9. Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
10.Collusion
By submitting a proposal, each proposer represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the proposer has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
11.Withdrawal of Proposals
A proposer may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the City Manager’s Office a written request for withdrawal signed by, or on behalf of, the proposer.
12.Ownership of Documents
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
City of Richmond Housing First and Emergency Housing Assistance RFP Page 17 of 17 All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by proposer in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this Project.
13.Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”) (Attachment 4).
Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal (Attachment 3).
14.Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Attachment 5). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Attachment 6).
15.Rejections
All proposals will be reviewed to determine conformance with the RFP requirements.
Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional or contains irregularities may also be rejected.
The City of Richmond reserves the right to:
A. Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
B. Exercise discretion and apply its judgment with respect to selection of any proposals submitted.
C. Reject all proposals.
ATTACHMENTS
ATTACHMENT 1: Standard Contract
ATTACHMENT 2: Insurance Requirements
ATTACHMENT 3: Sanctuary City Compliance Statement
ATTACHMENT 4: Sanctuary City Contracting Ordinance
ATTACHMENT 5: Resolution No. 86-21
ATTACHMENT 6: Disclosure Statement of Limited Liability Companies Form
City of Richmond
Request for Proposals (RFP) DEVELOPMENT AND IMPLEMENTATION OF A HOUSING FIRST PROGRAM AND/OR SHORT-TERM EMERGENCY HOUSING ASSISTANCE PROGRAM, bidding on 11/01/2022 5:00 PM (PST)
Printed 12/13/2022
PlanetBids, Inc.
City of Richmond
Request for Proposals (RFP) DEVELOPMENT AND IMPLEMENTATION OF A HOUSING FIRST PROGRAM AND/OR SHORT-TERM EMERGENCY HOUSING ASSISTANCE PROGRAM, bidding on 11/01/2022 5:00 PM (PST)
Printed 12/13/2022
PlanetBids, Inc.
City of Richmond
Request for Proposals (RFP) DEVELOPMENT AND IMPLEMENTATION OF A HOUSING FIRST PROGRAM AND/OR SHORT-TERM EMERGENCY HOUSING ASSISTANCE PROGRAM, bidding on 11/01/2022 5:00 PM (PST)
Printed 12/13/2022
PlanetBids, Inc.
City of Richmond
Request for Proposals (RFP) DEVELOPMENT AND IMPLEMENTATION OF A HOUSING FIRST PROGRAM AND/OR SHORT-TERM EMERGENCY HOUSING ASSISTANCE PROGRAM, bidding on 11/01/2022 5:00 PM (PST)
Printed 12/13/2022
PlanetBids, Inc.
Reviewer 1 Reviewer 2 Reviewer 3 Reviewer
4 Reviewer
5 TOTAL Rank
Catholic
Charities 69 59 70 65 78 341 2
Richmond
Community
Foundtion
95 77 33 82 96 383 1
Development and Implementation of a
DECISION MATRIX
November 15, 2022
Housing First Program and/or Short-Term Emergency
Housing Assistance Program
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:
EXHIBIT A
SERVICE PLAN
In a satisfactory manner as will be determined by the City‘s Project Manager, Contractor shall execute:
1. Service Specification
Richmond Community Foundation (dba as RCF Connects) shall administer the development and implementation of both the Housing First Program and the Short-Term Emergency Housing Assistance Program for the City of Richmond. In partnership with local community-based organizations (e.g., Catholic Charities of the East Bay, Richmond Rotary, Safe Organized Spaces (SoS), Collaborasing, Richmond Neighborhood Housing Services, SparkPoint Contra Costa, R3F, etc.), RCF Connects will develop and implement both programs which will provide unhoused individuals and families with temporary and/or permanent housing options to support health and safety, as well as extensive wraparound services for those in need.
Final decisions regarding program development and implementation, program partners, outreach, performance metrics and goals, budget, and any other program components, will be developed in close collaboration with the City of Richmond.
The following programs include the following major service offerings:
Housing First Program shall help people obtain housing quickly, increase self-sufficiency, and remain housed. The Housing First model is an approach that prioritizes providing safe, stable, long-term housing to unhoused community members and building a community of support around them from which they can pursue personal goals and improve their quality of life. The Core Components of Housing First model shall include:
▪ Identification of Resident Needs
o Leveraging the years of trust building with community members who are unhoused staff and trusted partners will also seek to understand the needs of each person. ▪ Creation of a Housing Transition Plan (from unhoused to housed) o Staff will engage community members in a new peer-based planning, problem-solving, and navigation process to move from encampments, address their safety and survival needs, and support their overall health and wellbeing as they transition into housing. The navigation process will:
▪ Assist unhoused individuals in accessing services and ▪ Help them plan for the housing resources provided through the Housing First model. ▪ Develop a housing transition plan, evaluated regularly, that will include strategies for addressing the needs identified
▪ Housing Identification
o RCF Connects will build on its list of landlords from the Housing First pilot program willing to participate in the program and to regularly update the list of available housing units. In the Housing First Pilot, partners will develop agreements with and ever-growing list of landlord participants in Richmond and across the East Bay Area.
EXHIBIT A
SERVICE PLAN
▪ Rent and Move-in Assistance
o Staff will assist with move in support as well as with securing donations of furniture, cooking supplies, and other items needed to help set up each home. RCF will assist with the leasing process and provide payment for up to one year of rent, in advance, for the housing unit. ▪ Care Management
o Care Managers will support each person’s transition into housing and help sustain this housing arrangement by serving as a liaison with the person, the landlord, the neighbors, and service providers to develop the network and relationships the person will need to truly thrive.
▪ Access to Services
o Care Managers will work with identified community partners to provide “warm referrals” to services that can meet a resident’s needs (e.g., health, income, etc.) ▪ Housing Stability
o Staff and partners will support each person or family in maintaining their housing because their needs have been met (medical, behavioral, mental health), they have income to support their housing (at least 75% of self-sufficient income), and they have built a strong, positive relationship with the landlord and their neighborhoods.
Short-Term Housing Assistance Program will provide rental subsidies or hotel/motel vouchers on an emergency and short-term basis to provide support to move individuals and families experiencing homelessness as rapidly as possible into permanent housing. After intake is performed by a qualified partner, those persons who require additional support will be served through the Housing First program.
The Core Components of the model Short-Term Housing Assistance Program include:
▪ Immediate Financial Assistance
o Reduce eviction and displacement as well as enable rapid housing placements for residents facing safety, domestic violence or other issues that require immediate housing placement.
▪ Financial Management and Coaching
o Provide additional financial and asset-building services to help residents build their own financial safety nets and stabilize their housing
The funding available for direct assistance will include approximately $70,000 from the City of Richmond and $100,000 in additional private and public funds raised by RCF and its partners, bringing the total to $170,000. $30,000 of the City funds are designated for community partners that will provide intake and supportive services.
Program eligibility, to be finalized with City of Richmond staff, may include:
• Richmond community member at imminent risk of losing their permanent housing or having just lost their permanent housing
• Housing-related financial assistance (e.g., hotel/motel, rent, future rent, • utilities)
• Household monthly income must typically support future monthly expenses
EXHIBIT A
SERVICE PLAN
• Person experiencing a decrease in income due to a reduction in work hours, layoffs, or termination
• Person experiencing an increase in out-of-pocket medical expenses • Person fleeing domestic violence
RCF and its partners shall provide services in English and Spanish. Should a person require another language in order to receive services, the Care Managers will contact Keylingo Translation services based in Concord, California, or other translation services.
2. Timeline
The proposed timeline for this pilot project is 12 months but the timeline may extend or shorten based on various factors including but not limited to community needed, available budget, etc. The proposed timeline is subject to change and can be amended based on mutual agreement between the City and contractor.
Task/Activities Month
1 st Term (January 1 – June 30)
Subcontracts are executed with both Housing First and ShortSubcontracts are completeJanuary 2023 Care Managers job descriptions are complete and posted for hiring. January 2023 Outreach is launched for short-term emergency housing
assistance. Payments are made directly to landlords, hotels etc.
January 2023
Care Managers hired. February 2023
Landlord lists are updated and outreach to new landlords begins.
March 2023
Outreach to hotels/motels begins and agreements are
secured for emergency placements.
April 2023
Unhoused residents and those already in the Housing First program begin process of needs assessment and the
development of a housing transition plan.
April 2023
Housing placements are underway for new residents. April 2023 Care Managers are engaging with residents, landlords and neighbors on a weekly basis.
April 2023
Initial evaluation of metrics occurs. April 2023
Financial review of Short-term assistance occurs. Plan to raise additional funds is implemented.
April 2023
2 nd Term (July 1 – December 31)
Quarterly evaluation of metrics occurs. July – October 2023 Financial review of Short-term assistance occurs. July – October 2023 One year review of program takes place December 2023
3. Project Outcome and Evaluation
The City, in collaboration with RCF Connects and partners, will establish clear performance metrics and goals after contract execution and prior to the end of the first quarter. The table below will be amended, per the approval of the Director of Community Development, to accurately reflect the needs of community and the shared goals for the program.
Program
Component Program Outcome Indicator/ Measurement Goal Evaluation Method Placement
Provide long term, safe
and supportive housing
for unhoused members of
our community
Number of residents served in Housing First Program 12
Tabulation or count
reported by Care
Managers, partners,
and participants
Number of residents served in ST Emergency Housing Program 64 Number of landlords participating in the program TBD
Percentage of people who remained housed for six months TBD Percentage of people who remain housed for 12 months TBD Sufficiency
Build three key elements
of financial stability and
prosperity: managing
credit, increasing income,
and building assets
Percentage of people that increased income and income
stability TBD
Develop a step-by-step
action plan and keep
clients on track.
Percentage of people that started part-time or full-time education TBD
Percentage of people that started and completed job training TBD Health
Provide access to
providers to care for the
physical/medical health,
behavioral health
(including substance use),
and mental health of
participants
Number of households to receive care management services 88 Tabulation or count
reported by Care
Managers, partners,
and participants
Number of people that access health care services TBD
Number of people that access mental/behavioral health
services TBD
Number of people that access other supportive services TBD Type and number of supportive services offered TBD
Percentage or people that report they are satisfied with the services they are receiving and that their health issues are being addressed
TBD Participant survey
response
4. Program Budget
RCF Connects will provide services outlined in the scope of work for a total not to exceed amount of $525,000 ($425,000 for the Housing First program and $100,000 for the Short-Term Emergency Housing Program). The Program Budget can be modified up to the disbursement limit upon request from RCF Connects and approval from the City’s Project Manager.
HOUSING FIRST PROGRAM
Expenditures Richmond
Amount
Private
Donors
Budget Narrative Required Supporting
Documents for Payment
Program Personnel
Staff Salaries and
Benefits
$13,776 $24,326 Project Director; RCF
Controller; Benefits
calculated at 23% if
salaries
Proof of payment (Payroll
records, paystubs, etc.)
Timesheets (name, date,
and hours worked)
TOTAL PERSONNEL COST $13,776 $24,326
Program Cost
Subcontractors $175,000 Care Managers (2) salaries
and benefits calculated at
25% of salaries
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Translation Services $5,000 Translation services for
languages other than
English to Spanish
Rental Assistance $165,000 $144,674 Payments made to
landlords For rent per unit
up to a maximum of 12
months (total assistance
dependent upon
assessment)
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Coaching $15,974 Group peer support for
outreach staff, Care
Managers, and residents
to improve engagement
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Indirect Expense $55,250 $26,000 Administrative salaries, facility rentals, insurance,
financial audits and other
support cost
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
TOTAL PROGRAM COST $411,224 $175,674
TOTAL HOUSING FIRST
PROJECT BUDGET
$425,000 $200,000
SHORT-TERM EMERGENCY HOUSING ASSISTANCE
Expenditures Richmond
Amount
Private
Donors
Budget Narrative Required Supporting
Documents for Payment
Program Cost
Subcontractors $30,000 Application and Needs
Assessment for Short-term
emergency housing
assistance, including
SparkPoint, Neighborhood
Housing Services, Richmond
Rent Program, etc.
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Rental Assistance $58,000 $100,000 Month rental assistance at ~ $2,000 per unit per month
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Hotel/Motel Vouchers $12,000 Vouchers at ~ $104 per
night
Invoice and confirmation
payment, receipt, bank
statement, or cancelled
check
Indirect Expense (13,000) (26,000) RCF will be subsidizing all indirect cost for this work
TOTAL PROGRAM COST $100,000 $100,000
TOTAL EMERGENCY
HOUSING ASSISTANCE
PROJECT BUDGET
$100,000 $100,000
Expenses for translation services, outreach materials, and any other items necessary to implement the programs which are not explicitly called out in the budget below, will be the responsibility of RCF Connects, unless otherwise approved and agreed upon with the City.
RCF Connects will enter into appropriate agreements with all subcontractors and agree to pay the subcontractors for work performed under this contract. RCF will share said agreements with the City for information purposes. RCF Connects will invoice the City monthly based on the work completed by their organization and/or any subcontractors.
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.