City of Salinas - PRK
Amendment #3 to Agreement #5010-197
COUNTY OF MONTEREY
Amendment #3 to Agreement #5010-197
City of Salinas
This Amendment #3 is made and entered into by and between the County of Monterey, a political subdivision of the State of California, (hereinafter “COUNTY”), and the 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 amended 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.
WHEREAS, the amended the agreement via Amendment #2 to add Project Roomkey (PRK) state funds in the amount of $6,575 for a new PRK total of $1,803,207.00 and extend the PRK expenditure period through June 30, 2023 and reduce the American Rescue Plan Act (ARPA) funding by $562,193.08 for a new ARPA total of $1,500,099.92. These changes result in a new overall contract total of $3,303,306.92.
WHEREAS, the parties wish to amend the agreement via Amendment #3 to reduce Project Roomkey (PRK) state funds in the amount of $18,529.25 for a new PRK total of $1,784,677.75 and add the American Rescue Plan Act (ARPA) funding by $562,193.08 for a new ARPA total of $2,062,293.00 and extend the service period through March 2024. These changes result in a new overall contract total of $3,846,970.75.
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 and in Amendment #1, 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 AAAA, 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 $3,846,970.75.
2. Exhibit AAAA reflects the revised contract total of $3,846,970.75 and the extension of the program operation period to the scope of work.
3. Exhibit BBB replaces Exhibit BB and references the new Exhibits AAAA, CCCC and DDD-1.
4. Exhibits CCCC and DDD-1 reflect the reduction of state PRK funds in the amount of $18,529.25, the extended operational period to March 31, 2024, and the addition of ARPA funds in the amount of $562,193.08, for a new contract total of $3,846,970.75.
City of Salinas - PRK
Amendment #3 to Agreement #5010-197
5. Except as provided herein, all remaining terms, conditions and provisions of the original Agreement are unchanged and unaffected by this by this Amendment #3 and shall continue in full force and effect as set forth in the Original Agreement, Amendment #1 and Amendment #2.
6. A copy of this Amendment #3 shall be attached to the Original Agreement.
IN WITNESS HEREOF, the parties hereby execute this amendment as follows:
COUNTY OF MONTEREY: CONTRACTOR:
City of Salinas
By: _______________________ By: ______________________________ (DSS Director/Assistant Director) (Chair, President, Vice-President)
_______________________ _____________________________ (Print Name & Title) (Print Name & Title)
Date: ______________________ Date:
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:
Exhibit AAAA
SCOPE OF SERVICES/PAYMENT PROVISIONS
City of Salinas – PRK November 2, 2021 – March 31, 2024
CITY OF SALINAS
“Project Roomkey”
A. TOTAL FUNDING: $1,241,013.92 State PRK Funds
$1,241,013.92 Total November 2, 2021 – June 30, 2022
$ 543,663.83 State PRK Funds
$ 543,663.83 Total July 1, 2022 – June 30, 2023
$2,062,293.00 County ARPA Funds
$2,062,293.00 Total July 1, 2022 – March 31, 2024
$3,846,970.75 Total Funds
B. CONTRACT TERM: November 2, 2021, to March 31, 2024
C. CONTACT INFORMATION:
County Contract Monitor: Monterey County Department of Social Services Denise Vienne, Management Analyst
1000 S. Main Street, Suite 301 Salinas, CA 93901
Phone: (831) 755-4484 Fax: (831) 755-8477
[email protected]
Contractor Information: City of Salinas, Community Development Department Rod Powell, Planning Manager
65 W. Alisal Street, Salinas, CA 93901-2639
Phone: (831) 758-7487 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 UEI: CHDSBL29G9Z5
Date County Awarded Funding: N/A
CFDA Passthrough Information and Dollar Amount: State Funds, Project Roomkey, (PRK) $1,784,677.75 and ARPA $2,062,293.00
Federal Award Description: N/A
Research and Development: No
Indirect Cost Rate: N/A
Exhibit AAAA
SCOPE OF SERVICES/PAYMENT PROVISIONS
City of Salinas – PRK November 2, 2021 – March 31, 2024 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.
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.
F. 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:
F.1 Provide and coordinate non-congregate shelter established for the purpose of protecting vulnerable Monterey County residents who are currently experiencing homelessness or living in a place not designed for or ordinarily used as a regular sleeping accommodation (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 may 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 but the program is not limited to this population and may serve other vulnerable and chronic homeless individuals.
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.4 CONTRACTOR shall coordinate “Case Management” services defined as room assignments, coordinating daily monitoring of all program participants, program Exhibit AAAA
SCOPE OF SERVICES/PAYMENT PROVISIONS
City of Salinas – PRK November 2, 2021 – March 31, 2024 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 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.
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.5.4 Accommodations for disabilities and access/functional needs F.6 CONTRACTOR shall coordinate provision of “Rapid Re-Housing Services” defined as coordinated services providing housing navigation, rent and move-in assistance and case management 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 encourage program participants to take ownership of their housing plans.
F.6.2 Frequent and regular meetings with program participants to address barriers to 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 or 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 Community Health Engagement referral form 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 provided.
Exhibit AAAA
SCOPE OF SERVICES/PAYMENT PROVISIONS
City of Salinas – PRK November 2, 2021 – March 31, 2024 G.5 CONTRACTOR shall coordinate the provision of behavioral health assessments for program participants as determined appropriate.
G.6 CONTRACTOR shall ensure adequate security for all program participants.
CONTRACTOR shall maintain security guards and ensure they are present on- site 24 hours a day, 7 days a week to limit public access.
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 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 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 following metrics accessible through shared program tracking spreadsheets:
H.1.1.a Cumulative number of program participants that participated in the program tallied daily.
H.1.1.b Number of program participants actively participating in the program tallied daily.
H.1.1.c Number of program participants who have been released, eloped, or transitioned from the program tallied daily.
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 management
H.2.3 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
Exhibit AAAA
SCOPE OF SERVICES/PAYMENT PROVISIONS
City of Salinas – PRK November 2, 2021 – March 31, 2024 H.2.4.c Types of services provided
H.2.4.d Types of benefits secured
H.2.4.e Destination upon discharge
H.2.5 Monthly reports shall be submitted to the County Contract Monitor as listed in Section C.
H.2.5.a CONTRACTOR shall complete the “Monthly Project Roomkey Report” to be submitted with the monthly invoice on the form attached as Exhibit A-1 for all months in which State PRK funds are utilized.
I. PAYMENT PROVISIONS
I.1 COUNTY shall pay CONTRACTOR per the terms set forth in Exhibit B, DSS Additional Provisions, Section 1, PAYMENT BY COUNTY.
I.2 PAYMENT SUMMARY
I.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 two hundred forty-one thousand thirteen dollars and ninety-two cents. ($1,241,013.92) per Exhibit CCC, Budget.
I.2.2 The total amount payable by County to CONTRACTOR for the period July 1, 2022 through March 31, 2024 shall not exceed two million six hundred five thousand nine hundred fifty-six dollars and eighty-three cents ($2,605,956.83) per Exhibit CCCC, Budget.
I.2.3 The maximum amount payable by COUNTY to CONTRACTOR under this Agreement shall not exceed three million eight hundred forty-six thousand nine hundred seventy dollars and seventy-five cents ($3,846,970.75) per Exhibit CCCC, Budget.
J. 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 DD-
1. J.3 The ARPA funding invoice shall be submitted on the invoice form set forth in Exhibit DDD-1.
J.4 All original invoices shall be submitted to the County Contract Monitor as listed in Section C.
End of Exhibit
Exhibit CCCC
Agency Name
Expense
Categories
PRK YR1 Funds
(11/2/21 - 6/30/22)
PRK YR2 Funds
(7/1/22 - 6/30/23)
County ARPA Funds
(7/1/22 - 3/31/24)
Total Budget
$1,241,013.92 $543,663.83 $2,062,293.00 $3,846,970.75
Case Management (CHE) 169,841.42$ -$ 752,669.50$ 922,510.92$ Housing Navigation (CCCIL) 65,727.23$ -$ 160,280.00$ 226,007.23$ City Analyst 90,483.33$ -$ 75,000.00$ 165,483.33$ Motel Rooms 714,368.82$ 543,663.83$ 571,939.17$ 1,829,971.82$ Security 190,487.00$ -$ 377,065.33$ 567,552.33$ Rapid Rehousing (CHE & CCCIL) 10,106.12$ -$ 75,339.00$ 85,445.12$ Damages and Repairs -$ -$ 50,000.00$ 50,000.00$ PSH Coordination (Step Up) -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Program Total 1,241,013.92$ 543,663.83$ 2,062,293.00$ 3,846,970.75$ Budget Narrative
Expense Category Line Item narrative
Case Management (CHE)
Housing Navigation (CCCIL)
City Analyst
Motel Rooms
Security
Rapid Rehousing (CHE & CCCIL)
Damages and Repairs
PSH Coordination (Step Up)
Funding Source: State PRK and County ARPA Funds
Removed and reallocate funds to cover for security cost. The City of Salinas will use different funds to cover for these services.
November 2, 2021 - March 31, 2024
CSUMB CHE Budget - include case managers, supplies, transportation for guests (taxi vouchers, bus passes, uber), toiletries and supportive garments, housing navigation and stabilization services.
For minor damages and repairs to motel rooms upon guest exits CCCIL - engagement, vital documentation, independent living, on site supervision of program, staff, front desk worker, and site coordinator. .5 FTE full time staff from City of Salinas
Motel Rooms including laundry access
Security subcontracted monthly
CHE and CCCIL to provide Landlord Engagment and Housing Navigation (Direct financial assistance for rehousing and removing barriers to housing placements) City of Salinas
Draft - 2021-24 Salinas PRK Exhibit CCCC Budget