Attachment 1 - Contract Amendment No. 1 Homebase_v2.pdf — Richmond City Council, December 20, 2022

CITY OF RICHMOND

CONTRACT AMENDMENT
Department: Project Manager:

Project Manager E-mail: Project Manager Phone No:

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

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

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

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

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

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

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

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

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

Contract Amendment/EJ/TE 09-26-07

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

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

6. Insurance Coverage Updated and Maintained.

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

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

CITY OF RICHMOND, CALIFORNIA
a municipal corporation

By _______________________

Title:

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

By _______________________
City Clerk

Approved as to form:

By_______________________
City Attorney

List of Attachments:

1. Amendment Provisions

2. Updated Insurance Certificates

CONTRACTOR:

______________________________

(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)

By____________________________

Title:________________________

(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)

By:___________________________

Title:________________________

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization
, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President and
the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.

Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)

1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:

"2. Term. The effective date of this Contract is

____________________________________________________________ (Insert original contract commencement date)

and it terminates

___________________________________________________.
(Insert new contract termination date)

unless sooner terminated as provided herein."

2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:

"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."

“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”

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

Contract Amendment/EJ/TE 9-26-07

City of Richmond Homelessness Strategic Plan

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

City of Richmond Homelessness Strategic Plan

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

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

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

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

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

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

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

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

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

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

Homebase does not enter into attorney-client relationships.

REVISED BUDGET
Task 1: Assessment of Existing Systems & Services $45,000 Task 2: Community & Stakeholder Engagement $45,000

Task 3: Synthesis & Recommendations $15,000

Task 4: Draft Plan Strategies & Framework $20,000

Task 5: Finalization & Approval of Strategic Plan $15,000

Total: $140,000

Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (AMENDMENT HISTORY)

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

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