COUNTY OF MONTEREY
Amendment #1 to Agreement #5010-197
City of Salinas
This Amendment #1 is made and entered into by and between the County of Monterey, a political subdivision of the State of California, (hereinafter "COUNTY"'), and City of Salinas (hereinafter "CONTRACTOR").
WHEREAS, COUNTY and CONTRACTOR entered into an agreement for the operation of the Project Roomkey program for high-risk COVID-19 homeless residents with a term of November 2, 2021 through June 30, 2022 for a total contract amount of $1,796,632.00 hereinafter "Original Agreement").
WHEREAS, The parties wish to amend the agreement via Amendment #1 to extend the term through June 30, 2023 and add $2,062,293 for a revised contract amount of $3,858,925.
AGREEMENT
Now Therefore, the parties agree to amend the Agreement as follows:
This Agreement is hereby amended on the terms and conditions as set forth in the Original Agreement, except as specifically set forth below.
1. Section 2.0, Paragraph titled "PAYMENT PROVISIONS" is amended to read as follows:
"County shall pay CONTRACTOR in accordance with the payment provisions set forth in Exhibit AA, subject to the limitations set forth in this agreement. The total amount payable by county to CONTRACTOR under this agreement shall not exceed the sum of $3,858,925.00
2. Section 3.0, The first sentence of paragraph titled "TERM OF AGREEMENT" is amended to read as follows:
"The term of this Agreement is from November 2, 2021 to June 30, 2023, unless sooner terminated pursuant to the terms of this Agreement."
3. Exhibit AA reflects the revised contract total, the revised contract term and the addition of the new services to the scope of work.
4. Exhibits CC and D-1 reflect the added $2,062,293, the revised total of $3,858,925 and the new contract term.
5. Except as provided herein, all remaining terms, conditions and provisions of the original Agreement are unchanged and unaffected by this Amendment #1 and shall continue in full force and effect as set forth in the Original Agreement.
6. A copy of this Amendment #1 shall be attached to the Original Agreement.
City of Salinas - PRK
Amendment #1 to Agreement #5010-197
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45
COUNTY OF MONTEREY
Amendment #1 to Agreement #5010-197
City of Salinas
This Amendment #1 is made and entered into by and between the County of Monterey, a political subdivision of the State of California, (hereinafter "COUNTY"'), and City of Salinas (hereinafter "CONTRACTOR").
WHEREAS, COUNTY and CONTRACTOR entered into an agreement for the operation of the Project Roomkey program for high-risk COVID-19 homeless residents with a term of November 2, 2021 through June 30, 2022 for a total contract amount of $1,796,632.00 (hereinafter "Original Agreement").
WHEREAS, The parties wish to amend the agreement via Amendment #1 to extend the term through June 30, 2023 and add $2,062,293 for a revised contract amount of $3,858,925.
AGREEMENT
Now Therefore, the parties agree to amend the Agreement as follows:
This Agreement is hereby amended on the terms and conditions as set forth in the Original Agreement, except as specifically set forth below.
1. Section 2.0, Paragraph titled "PAYMENT PROVISIONS" is amended to read as follows:
"County shall pay CONTRACTOR in accordance with the payment provisions set forth in Exhibit AA, subject to the limitations set forth in this agreement. The total amount payable by county to CONTRACTOR under this agreement shall not exceed the sum of $3,858,925.00
2. Section 3.0, The first sentence of paragraph titled "TERM OF AGREEMENT" is amended to read as follows:
"The term of this Agreement is from November 2, 2021 to June 30, 2023, unless sooner terminatec pursuant to the terms of this Agreement."
3. Exhibit AA reflects the revised contract total, the revised contract term and the addition of the new services to the scope of work.
4. Exhibits CC and D-1 reflect the added $2,062,293, the revised total of $3,858,925 and the new contract term.
5. Except as provided herein, all remaining terms, conditions and provisions of the original Agreement are unchanged and unaffected by this Amendment #1 and shall continue in full force and effect as set forth in the Original Agreement.
6. A copy of this Amendment #1 shall be attached to the Original Agreement.
City of Salinas - PRK
Amendment #1 to Agreement #5010-197
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 IN WITNESS HEREOF, the parties hereby execute this amendment as follows:
COUNTY OF MONTEREY: CONTRACTOR:
City of Salinas
- DocuSigned by:
(Lori A. Medina, DSS Director
By: By:
-DE027850448749D
Lori A. Medina (Chair, President, Vice-President)
DSS Director
6/30/2022 | 9:20 AM PDT
Date:
(Print Name & Title)
Date:
By:
(Secretary, CFO, Treasurer)
(Print Name and Title)
Date:
Approved as to fignery:
Anne Breeeton, County Counsel
025F3A436B4A
eputy County Couns
5/19/2022 | 11:29 AM PDT
Date:
Approved as todissad, rovisions:
Eary Giboney
-D3034550108449
Auditor-Controller's Office
5/19/2022 | 12:07 PM PDT
Date:
City of Salinas - PRK
Amendment #1 to Agreement #5010-197
IN WITNESS HEREOF, the parties hereby execute this amendment as follows:
COUNTY OF MONTEREY: CONTRACTOR:
By: By:
Lori A. Medina Chair, President, Vice-President)
DSS Director
Date: STENR CARAIGAN, UTT MALABRA
(Print Name & Title)
Date: 5/31/22
By:
(Secretary, CFO, Treasurer)
(Print Name and Title)
Date:
Approved as to Form:
Deputy County Counsel
Date:
Approved as to Fiscal Provisions:
Auditor-Controller's Office
Date:
City of Salinas - PRK
Amendment #1 to Agreement #5010-197
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit AA
SCOPE OF SERVICES/PAYMENT PROVISIONS
CITY OF SALINAS
"Project Roomkey"
A. TOTAL FUNDING: $1,796,632.00 State PRK Funds
$2,062,293.00 County ARPA Funds
$3,858,925.00 Total Funds
B. CONTRACT TERM: November 2, 2021 to June 30, 2023
C. CONTACT INFORMATION:
County Contract Monitor: Monterey County Department of Social Service auren Suwansupa, Community Affiliation Manage
1000 S. Main Street, Suite 301 Salinas, CA 93901
Fax: (831) 755-8477
[email protected]
Contractor Information: City of Salinas, Community Development Department Megan Hunter, Director
65 W. Alisal Street, Salinas, CA 93901-2639
Phone: (831) 758-7387 Fax: (831) 775-4258
[email protected]
Location of Services: Project Roomkey
Confidential Motel Locations
Salinas and Marina, CA
Emergency Operations Center: Operations Section Chief
Phone: (831) 796-1922
D. CONTRACT AWARD INFORMATION
CONTRACTOR DUNS Number: 109819447
Date County Awarded Funding: N/A
CFDA Passthrough Information and Dollar Amount: State Funds, Project Roomkey, (PRK) $1,796,632.00 and ARPA $2,062,293.00
Federal Award Description: N/A
Research and Development: No
Indirect Cost Rate: N/A
E. BACKGROUND
The Project Roomkey (PRK) initiative was created to provide non-congregate shelter options (e.g., hotels, motels, trailers) to individuals experiencing homelessness with priority given to those who are COVID-positive or known to have been exposed to COVID but not requiring hospitalization, and those with high-risk factors for severe illness such as being over the age of 65 and/or having chronic health conditions. The goal of this effort is to protect human life and minimize strain on health care system capacity.
City of Salinas - PRK November 2, 2021 - June 30, 2023
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit AA
SCOPE OF SERVICES/PAYMENT PROVISIONS
As defined by the California Department of Social Services (CDSS), PRK encompasses all non-congregate shelter sites established for the purpose of protecting vulnerable individuals experiencing homelessness regardless of funding source or hotel agreement type. This agreement addresses COVID asymptomatic and high-risk homeless populations of PRK. The Monterey County Alternate Housing Program operated by the Monterey County Office of Emergency Services responds to COVID-positive or known to have been exposed to COVID populations.
DESCRIPTION OF SERVICES
CONTRACTOR shall provide or coordinate services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:
(including car, park, abandoned building, bus/train station, airport, or camping ground).
F.2 Acknowledging that rooms provided through Project Roomkey may be limited, priority should be given to high-risk populations consistent with state and federal public health guidance, and Federal Emergency Management Agency (FEMA) reimbursement eligibility criteria for people experiencing homelessness.
F.2.1 The Centers for Disease Control (CDC) defines people over 65 and people of all ages with underlying medical conditions, particularly if not well controlled, as high-risk. These conditions include, but are not limited to, chronic lung disease or moderate to severe asthma, people who have serious heart conditions, are immunocompromised, severely obese, have diabetes, or are being treated for cancer.
F.3 CONTRACTOR shall coordinate "Program Oversight" defined as coordinating intake procedures with all new program participants, management of new, current and continuing program participants, development and enforcement of program guidelines, discharge and transition of exiting program participants, and any other administration of daily operations including but not limited to reporting, recordkeeping, finance and communications.
F.3.1 Develop and implement standardized intake and operating procedures.
F.3.2 Provide rules and services to all program participants and establish a code of conduct.
F.3.3 Emphasize and educate staff and participants regarding frequent hand washing, and other steps to minimize risk of exposure to COVID-19 as recommended by CDC Guidance for Homeless Service Providers:
F.3-3-a Ensure all staff & participants wear facial coverings.
F.3.3.b Ensure all staff and participants maintain appropriate physicat distancing and refrain from gathering.
F.4 CONTRACTOR shall coordinate "Case Management" services defined as room assignments, coordinating daily monitoring of all program participants, program participant supplies, and monitoring the safety, sanitation and security of hotel rooms and surrounding areas.
F.4.1 Room assignments shall be made to meet shelter in place social distancing individual access and functional needs.
F.4.2 Provide as much space as necessary for people with functional/access needs who require lift equipment, mobility devices and service animals.
City of Salinas - PRK November 2, 2021 - June 30, 2023
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit AA
SCOPE OF SERVICES/PAYMENT PROVISIONS
F.4.3 Allocate separate space for families with small children, single men and women, the elderly, night workers who sleep during the day and other unique situations.
F.5 CONTRACTOR shall provide "Wrap Around Services" defined as provision or coordination of resources to support the health and safety of program participants that include but are not limited to the following:
F.5.1 Health support
F.5.2 Behavioral health services
F.5.3 Transportation
F.S.4 Accommodations for disabilities and access/functional needs F.6 CONTRACTOR shall coordinate provision of "Rapid Re-Housing Services" defined as ordinated services providing housing navigation, rent and move-in assistance and cast nanagement focused on housing plans that establish and achieve milestones with the ultimate goal of helping individuals and families quickly exit homelessness by getting them housing.
F.6.1 Use of trauma-informed practices and motivational interviewing techniques to courage program participants to take ownership of their housing pran F.6.2 requent and regular meetings with program participants to address barriers t housing.
F. 6.3 Provision of financial rent and move-in assistance necessary to support individuals and families obtain and maintain housing including, but not limited to: landlord incentives, security deposits including double or triple deposits, first of last month's rent payments, credit check fees, moving expenses, utility deposits or utility arears, rental application fees, furniture and housing needs, and/or rental arrears impeding current ability to rent.
G. CONTRACTOR RESPONSIBILITIES
G.1 CONTRACTOR shall ensure all program participants are entered into the Homeless Management Information System (HMIS) and coordinate housing referrals through the Coordinated Assessment and Referral System (CARS) as appropriate.
G.2 CONTRACTOR shall direct all new referrals to the Monterey County Emergency Operations Center by means of the online Monterey County Alternate Care and Shelter Referral System to ensure all program participants have been logged and screened for safety factors.
G.3 CONTRACTOR shall regularly assess and accommodate for access and functional needs for all program participants.
G.4 CONTRACTOR shall coordinate transportation upon entry and exit into the facility for all program participants at no cost to participant.
G.4.1 Additional transportation to fulfill medically essential needs may also be CONTRACIOR shall cordinate the provision of behavioral health assessments for G.5
program participants as determined appropriate.
G.6 CONTRACTOR shall ensure adequate security for all program participants.
G.6.1 CONTRACTOR shall maintain security guards and ensure they are present on- site 24 hours a day, 7 days a week to limit public access and enforce sociat distancing in consideratien of COVID 19.
City of Salinas - PRK November 2, 2021 - June 30, 2023
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit AA
SCOPE OF SERVICES/PAYMENT PROVISIONS
G.7 CONTRACTOR shall coordinate and provide for program participant access to laundry facilities at no cost to the program participant.
G.8 CONTRACTOR shall coordinate daily temperature-and maintain awareness of COVID-19 symptoms among program participants and ensure program participants exhibiting symptoms self-isolate and get tested.
G.9 CONTRACTOR shall conduct frequent and regular room checks for all program participants to ensure that rooms are clean, habitable, and not cluttered or damaged.
G.9.1 Checks shall be scheduled in advance, in consultation with participants, during normal business hours. All room checks must be conducted in a reasonable manner with due regard for the safety, health, wellbeing, and privacy of the resident and his/her belongings.,
G.10 CONTRACTOR shall obtain and atilize is encouraged and recommended to utilize Personal Protective Equipment (PPE) such as gloves, gowns, goggles, face shields, and face masks for staff and program participants as needed.
H. REPORTING INSTRUCTIONS & SUBMISSION
H.1 REPORTING UPDATES:
H.1.1 CONTRACTOR shall report monthly on program operations using the HMIS CAPER report and make by close of business every Friday to the Monterey County Emergency Operations Center on the following metrics accessible through shared program tracking spreadsheets:
H.1.1.a Cumulative number of program participants that participated in the H.1.1.b Number of program participants actively participating in the H.1.1.c Number of program participants who have been released, eloped, or H.1.1.d Number of motel rooms occupied by the program tallied daily.
H.1.2 CONTRACTOR shall report immediately to the Monterey County Emergency Operations Center.
H.1.2.a Incidents resulting in a threat to life safety and property.
H.1.2.b Incidents resulting in a response from the local police, fire, or ambulance provider.
H.1.2.c Deceased program participants.
H.2 MONTHLY SERVICE AND OUTCOMES REPORT: CONTRACTOR shall report monthly on the following program metrics:
H.2.1 Number of active program participants
H.2.2 Number of program participants assessed and actively engaged in case H.23 Number of program participants exited to transitional or permanent housing H.2.4 Detailed program participant discharge information including H.2.4.a Days in program
H.2.4.b Reason for discharge
H.2.4.0 Types of services provided
H.2.4.d Types of benefits secured
H.2.4.e Destination upon discharge
City of Salinas - PRK November 2, 2021 — June 30, 2023
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit AA
SCOPE OF SERVICES/PAYMENT PROVISIONS
H.2.5 Monthly reports shall be submitted to the County Contract Monitor as listed in Section C.
•
PAYMENT PROVISIONS
1.1 COUNTY shall pay CONTRACTOR per the terms set forth in Exhibit B, DSS Additional Provisions, Section 1, PAYMENT BY COUNTY.
1.2 PAYMENT SUMMARY
1.2.1 The total amount payable by County to CONTRACTOR for the period November 2, 2021 through June 30, 2022 shall not exceed one million seven hundred ninety-six thousand six hundred thirty-two dollars ($1,796,632.00) per Exhibit CC, Budget.
1.2.2 The total amount payable by County to CONTRACTOR for the period July 1, 2022 through June 30, 2023 shall not exceed two million sixty-two thousand two hundred ninety-three dollars ($2,062,293.00) per Exhibit CC, Budget.
1.23 The maximum amount payable by COUNTY to CONTRACTOR under this Agreement shall not exceed three million eight hundred fifty-eight thousand nine hundred twenty-five dollars and zero cents ($3,858,925.00) per Exhibit CC, Budget.
INVOICING INSTRUCTIONS & SUBMISSION
J.1 CONTRACTOR shall submit original signed invoices with supportive documentation to the COUNTY setting forth the amount claimed by the 10th day of the month following the month in which services were performed.
J.1.1 The final close out invoice for contingencies is due no later than 30 days following the program's closure
J.2 The PRK funding invoice shall be submitted on the invoice form set forth in Exhibit D J.3 The ARPA funding invoice shall be submitted on the invoice form set forth in Exhibit D-1.
J.4 All original invoices shall be submitted to the County Contract Monitor as listed in Section C.
End of Exhibit
City of Salinas - PRK November 2, 2021 - June 30, 2023
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 Exhibit CC November 2, 2021 - June 30, 2023
Agency Name City of Salinas
Expense PRK Funds County ARPA Funds Total Budget
Categories
$1,796,632.00 $2,062,293.00 $3,858,925.00
Case Management (CHE) $ 182,000.00 $ 265,000.00 $ 447,000.00 Housing Navigation (CCCIL) $ 65,000.00 $ 44,280.00 $ 109,280.00 Admin Analyst (City) 42,400.00 75,000.00 117,400.00
Motel Rooms €A GA EA 998,640.00 680,310.00 1,678,950.00 Security 336,000.00 228,895.00 564,895.00
Rapid Rehousing (CHE & CCCIL) 160,592.00 75,339.00 1$ 235,931.00 Damages and Repairs 12,000.00 8,176.00 $ 20,176.00
Clinical Therapist (MSW, MFT) $ $ 250,000.00 250,000.00 Homekey Interim Housing/Property
Mgmt $ $ 435,293.00| $ 435,293.00
$ $
: $
$
$ $
Program Total $ 1,796,632.00 2,062,293.00 $
Budget Narrative
Expense Category
Case Management (CHE)
Housing Navigation (CCCIL) COCIL property management at Country Inn and housing navigators. On site overnight supervision of program - staff, front desk worker, and site coordinator.
Admin Analyst (City) Half costs of 1.0 FTE full time siaff from City of Salinas Motel Rooms 15 Room at S125/room night, for 365 Days, includes laundry access Security Security subcontracted monthly
Rapid Rehousing (CHE & CCCIL) CHE and CCCIL to provide Landlord Engagment and Housing Navigation (Direct financial assistance for rehousing and removing barriers to housing placements) Damages and Repairs For minor damages and repairs to motel rooms upon room exits Clinical Therapist (MSW, MFT) Behavioral health assessments (subcontracted) for program participants Homekey Interim Housing/Property Mgmt Project Homekey operator, Step Up, property management and program support for PRK to PHK transitions.
2021-23 Salinas PRK Exhibit CC Budget
DocuSign Envelope ID: 7F9FF413-FB92-418C-ACF2-28031DA76E45 City of Salinas, Community Development Department Exhibit D.1 Monterey County Department of Social Services
November 2, 2021 - June 30, 2023
Invoice Period:
Expense County ARPA Total Monthly To Date Balance
Categories Total Budget Project Roomkey Expenses Expenses Remaining Case Management (CHE) 265,000.00 265.000.00
Housing Navigation (CCCIL) 44,280.00 44,280.00
Admin Analyst (City) 75,000.00 75,000.00
Motel Rooms 680,310.00 680,310.00
Security 228,895.00 228,895.00
69 6967$7 75,339.00
Rapid Rehousing (CHE & CCCIL) 75,339.00
Damages and Repairs 8,176.00 GA FA GA LA CA EA GA CA CA GA GA GA GA EA 8,176.00 Clinical Therapist (MSW, MET) 250,000.00 250,000.00
Homekey Interim Housing/Property Mgm $ 435,293.00 435,293.00 Total 2,062,293.00 6A 2,062,293.00
Total Budget 2,062,293.00
Year to Date 69 t
Balance Remaining 2,062,293.00
I certify that this report is correct and complete to the best of my knowledge and that the costs are eligible pursuant to the terms of the contract.
Person Completing Invoice Title Phone # Authorizing Signature / Date Monterey County Authorized Signature / Date
Remit To:
City of Salinas-Community Development Department
65 W. Alisal St. Salinas, CA 93901-2639
2021-23 Salinas PRK Exhibit D-1 involce