Master Contract No. 902012
Procurement Contract No. 24823
SECOND AMENDMENT TO AGREEMENT
This Second Amendment to Agreement (“Second Amendment”) is made by the County of Alameda (“County”) and City of San Leandro, (“Contractor”) with respect to that certain agreement, Master Contract No. 902012, Procurement Contract No. 24823, dated as of October 1, 2022, and as amended by the First Amendment to agreement executed on November 29, 2023, (referred to herein as the “Agreement”) pursuant to which Contractor provides Mid-County Shelters - Operating Subsidies services to County.
For valuable consideration, the receipt and sufficiency of which are hereby acknowledged, County and Contractor agree to amend the Agreement in the following respects:
1. Except as otherwise stated in this Second Amendment, the terms and provisions of this Second Amendment will be effective as of the date this Second Amendment is executed by the County.
2. The term of the Agreement expired on June 30, 2024. As of the date this Second Amendment is executed by the County, the term of the Agreement is extended through June 30, 2025.
3. Item 8, Payment, has been amended and replaced with the following:
PAYMENT: For services performed in accordance with this Agreement, payment shall be made to Contractor as provided in Exhibit B, Exhibit B1-1 and Exhibit B2 hereto.
4. Item 20, Termination, is amended and replaced by the following:
TERMINATION: The County has and reserves the right to suspend, terminate or abandon the execution of any work by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, the Contractor shall be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment. Said payment shall be computed in accordance with Exhibit B, Exhibit B1-1, Exhibit B2 hereto, provided that the maximum amount payable to Contractor for their Mid-County Shelters - Operating Subsidies shall not exceed $1,024,091 payment for services provided hereunder prior to the effective date of said suspension, termination or abandonment.
5. Exhibit A2, Program Description and Performance Requirements, is incorporated into this Agreement by this reference.
Master Contract No. 902012
Procurement Contract No. 24823
6. Exhibit B2, Terms and Conditions for Payment, is incorporated into this Agreement by this reference.
7. Attached hereto is Exhibit D2, a current Debarment and Suspension Certificate executed by Contractor.
8. Except as expressly modified by this Second Amendment, all of the terms and conditions of the Agreement are and remain in full force and effect.
Master Contract No. 902012
Procurement Contract No. 24823
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement as of the day and year this Second Amendment is executed by the County.
COUNTY OF ALAMEDA CITY OF SAN LEANDRO
By:__________________________ ____
Signature
By:_____________________ ________
Signature
Name: Colleen Chawla .
(Printed)
Name: Janelle T. Cameron ..
(Printed)
Title: Director, Alameda County Health Title: City Manager .
Date:____________ _______________ Date:_____________________ ______ Approved as to Form: DONNA R. ZIEGLER
County Counsel, County of Alameda
By:_________________________ ______
K. Joon Oh
Deputy County Counsel
Approved as to Form: Richard D. Pio Roda, City
Attorney
By:
Richard D. Pio Roda
City Attorney
By signing above, signatory warrants and
represents that he/she executed this Second
Amendment in his/her authorized capacity and
that by his/her signature on this Second
Amendment, he/she or the entity upon behalf
of which he/she acted, executed this Second
Amendment.
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
EXHIBIT A2
PROGRAM DESCRIPTION AND PERFORMANCE REQUIREMENTS
Contractor Name: City of San Leandro
Contracting Department: Alameda County Health (AC Health) Housing and Homelessness Services (H&H)
Original Term: 10/01/2022 – 6/30/2023
Original Amount: $500,091
First Amendment Term: 07/01/2023 – 6/30/2024 (extension of 12 months) First Amendment Amount: $1,024,091 (increase of $524,000 amount) Second Amendment Term: 07/01/2023 – 6/30/2025 (extension of 12 months) First Amendment Amount: $1,024,091 (no increase)
The City of San Leandro shall utilize HHAP funds towards the provision of the following services:
A. Operating subsidies in new and existing affordable or supportive housing units, emergency shelters, non-congregate shelters, interim or bridge housing, and navigation centers. Operating subsidies may include operating reserves.
B. Services Coordination which may include access to workforce, education, training programs, or other services needed to promote housing stability in supportive housing I. Funding Overview:
HHAP guidelines specify spending and reporting must be informed by a best practices’ framework focused on moving homeless individuals and families into permanent housing and ensuring those individuals and families to maintain their permanent housing:
I. “Homeless,” as defined in Section 578.3 of Title 24 of the Code of Federal Regulations.
II. Housing-related activities funded with HHAP funds must be in compliance or otherwise aligned with the Core Components of Housing First, pursuant to Welfare and Institution Code Section 8255(b).
III. Pursuant to Assembly Bill 977, all HHAP funded projects must enter data into the local Homeless Management Information System (HMIS) (see Exhibit A – Reporting & Evaluation Requirements section for more information).
The HHAP Grant Agreement is incorporated into this Agreement by this reference and may be relied upon to interpret this Agreement.
II. Program Names and Locations:
San Leandro Shelter- (Interim Housing)
Saint Leanders Parish
501 Davis St.
San Leandro, CA 94577
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
Sister Me Home –(Interim Housing)
Site does not disclose location to ensure confidentiality Central Office Location: 1840 Fairway Dr. San Leandro, CA 94577 San Leandro Cooling Center- (Cooling and Warming Center) Church of Christ
601 MacArthur Blvd.
San Leandro, CA 94577
San Leandro Warming Center- (Cooling and Warming Center)) First United Methodist Church
1600 Bancroft Ave.
San Leandro, CA 94577
III. Contracted Services:
A. Interim Housing will support the operations at two homeless shelters in San Leandro that provide one-on-one case management, including assistance to rapidly secure and obtain permanent housing. The City of San Leandro will subcontract with Building Futures to operate the sites.
B. Cooling and Warming Centers will provide one winter warming and one summer cooling site for individuals experiencing homelessness, with indoor shelter on scheduled days in which inclement weather is anticipated (cold, heat and bad air quality). The City of San Leandro will subcontract with the Housing Consortium of the East Bay to operate the two sites. The Summer Cooling Center provides individuals experiencing homelessness with indoor shelter on high heat or poor air quality days (forecast of 90 degrees Fahrenheit or higher, or 201 Air Quality Index or higher) during the months in which high temperatures are anticipated. In addition, the Summer Cooling Center provides two meals per day, shower service, and access to support including referrals to resources, and housing navigation. The Cooling Center will serve a minimum of 35 unduplicated homeless individuals per week when open more than one day/week. The Cooling Center capacity is 25 guests per day.
HHAP funds shall be used for the operations and administration of the projects.
IV. Project Goals:
A. Provide low-barrier, compassionate, and non-judgmental services to literally homeless individuals.
B. Assist literally homeless individuals to rapidly obtain permanent housing.
C. Capture data in real-time in the Homeless Management Information System (HMIS) on all participants served and all significant services rendered.
D. HMIS project enrollments (one project for each site) for each participant accessing services.
E. HMIS annual assessments as necessary for participants enrolled one year or longer Numbers Served: Captures numbers of individuals served by various sub-population breakdowns.
F. Outcomes: Captures changes in homeless status Annual Performance Report (all, veterans, youth)
G. Supplemental: Captures changes in homeless status annual Performance Report (CH, race, ethnicity, gender)
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
V. Target Population:
HHAP funds will be utilized to provide low-barrier, compassionate, and non-judgmental shelter and case management to individuals experiencing homelessness in Alameda County.
A. Shelters (Interim Housing): will accept referrals for women and children experiencing homelessness in Alameda County on the Crisis Queue and referred through the Mid County Resource Center. The Sister Me Home Domestic Violence Shelter serves women and children fleeing violent environments. The provider will work with community services and utilize CES to accept referrals.
B. Cooling and Warming Centers: will provide individuals experiencing homelessness with indoor shelter on days in which inclement weather (high temperature, cold/rain, and bad air quality) is anticipated. In addition, the Centers will provide meals, and access to support including referrals to resources and housing navigation. Drop-ins will be welcomed and referrals accepted from non-profit organizations, public agencies, faith-based organizations, and Coordinated Entry.
VI. Program Outcomes:
The contractor agrees to the following program success measures:
Process Objectives and Performance Measures
For each project listed below, subrecipient shall meet the following objectives, utilizing the Countyadopted Results-Based Accountability (RBA) performance targets:
A. San Leandro Shelter (Interim Housing)
B. Cooling and Warming Center
1. San Leandro Shelter
Objective Type Program Deliverable Performance Measure Data Source How Much?
• Enrollment and Services
• Provide unhoused
individuals with a safe
and supported
environment
• Guests will receive
stabilization services
• Serve a target of (30)
unduplicated individuals
at any point in time
• Serve 100 women and
children each year • HMIS Intake and
Assessments
Is Anyone Better
Off?
• Obtaining or
maintaining
mainstream benefits
• At least of 80% of
participants in accessing
mainstream benefits. • HMIS
• Maintenance of, or
increases in income
• At least 75% of
consumers will have
maintained or increased
• HMIS Intake and
Assessments
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
• Guests receive
stabilization and
supportive services
necessary to become
self- reliant, selfsufficient, and able to
secure a more
permanent housing
situation.
• Guests will receive
support with housing
navigation services with
the goal of helping
individuals move from
the shelter to
transitional and
permanent housing.
their income from
program entry to their
most recent update/
exit assessment.
• 80% of participants will
access mainstream
benefits
• 75% of enrolled
participants increase or
maintain income
• 30% of enrolled
participants exiting to
permanent housing
How Well?
• Prevent homelessness
• Stabilize and transition
to permanent housing
and ongoing supportive
services
• Less than 10% of
enrolled consumers will
exit the hotel to the
streets, unknown, or
other destinations (#
exits from hotel to
unstable situation/#
enrolled consumers).
• Target average length of
participation in shelter is
180 days or less
• HMIS Intake and
Assessments
2. Sister Me Home Shelter
Objective Type Program Deliverable Performance Measure Data Source How Much?
• Provide unhoused
individuals with a safe
and supported
environment
• Guests will receive
stabilization services
• Serve a target of (20)
unduplicated individuals
• Serve up to 200
people/year
• HMIS Intake and
Assessments
Is Anyone Better
Off?
• Guests receive
stabilization and
supportive services
necessary to become
• 80% of participants will
access mainstream
benefits
• HMIS Intake and
Assessments
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
self- reliant, selfsufficient, and able to
secure a more
permanent housing
situation.
• 75% of enrolled
participants increase or
maintain income
• 30% of enrolled
participants exiting to
permanent housing
How Well?
• Stabilize and transition
to permanent housing
and ongoing supportive
services
• Target average length of
participation in shelter is
180 days or less
• HMIS Intake and
Assessments
3. San Leandro Cooling Center
Objective Type Program Deliverable Performance Measure Data Source How Much?
• Provides individuals
experiencing
homelessness with
indoor shelter on high
heat or poor air quality
days.
• Provide stabilization
support and access to
resources, including
housing navigation.
• Serve up to 25 guests per
day when the Cooling
Center is open
• Serve a minimum of 35
unduplicated homeless
individuals per week
when the Cooling Center
is open more than one
day/week.
• HMIS Intake and
Assessments
Is Anyone Better
Off?
• Support the health and
safety of individuals
experiencing
homelessness during
harsh weather and air
quality conditions.
• 75% of guest will be
connected to ongoing
support resources
• HMIS Intake and
Assessments
How Well?
• Provide a welcoming,
safe, sanitary, and
inclusive environment
for all.
• Ensure that all Alameda
County Department of
Public Health COVID-19
health and safety
protocols are followed.
• 80% of guest will
participate in a
satisfaction survey to
identify areas that will
improve service delivery,
program effectiveness,
and client outcomes
• 80% of guest will selfreport that Cooling
Center Environment was
welcomed, safe, sanitary
and inclusive.
• HMIS Intake and
Assessments
Survey
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
4. San Leandro Warming Center
Objective Type Program Deliverable Performance Measure Data Source How Much?
• Provide individuals
experiencing
homelessness with
overnight shelter on
scheduled days during
the months in which
inclement weather is
anticipated.
• Provide stabilization
support and access to
resources, including
housing navigation
• Serve up to 25 guests per
night
• HMIS Intake and
Assessments
Is Anyone Better
Off?
• Support the health and
safety of individuals
experiencing
homelessness during
harsh weather
conditions.
• 75% of guests will be
connected to ongoing
support resources • HMIS Intake and
Assessments
How Well?
• Provide a welcoming,
safe, sanitary, and
inclusive environment
for all.
• Ensure that all Alameda
County Department of
Public Health COVID-19
health and safety
protocols are followed.
• 80% of guests will
participate in a
satisfaction survey to
identify areas that will
improve service delivery,
program effectiveness,
and client outcomes
• 80% of guests will selfreport that the Warming
Center environment was
welcoming, safe, sanitary
and inclusive.
• HMIS Intake and
Assessments
Survey
VII. Reporting & Evaluation Requirements:
For every participant served, Contractor will:
A. Comply with the following HMIS data entry requirements:
i. Create a/an HMIS project(s) following the guidelines set forth in CA AB977; ii. Ensure HMIS projects correctly identify appropriate funding sources for segmentation at the participant level to facilitate State-level reporting requirements (i.e., Homeless Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
Housing, Assistance and Prevention (HHAP) funding for shelter support, separated by individual project.)
iii. Complete all entry/exit Universal Data Elements (UDEs), Common Data Elements (CDEs), and Item W5 of the Individual Federal Partner Program Elements in HMIS; iv. Provide real-time (within twenty-four hours) data entry of all participants served into the HMIS. At a minimum, this includes the HMIS intake and project entries/exits, and services provided, as applicable;
B. Comply with the following HMIS reporting requirements:
i. Generate and extract “Annual Performance Reports (APRs)” from the HMIS for each individual project type (i.e., Rapid Re-housing, Homeless Prevention, or relevant project);
ii. APRs will reflect the unduplicated total of persons served (including homeless persons or persons at imminent risk of homelessness);
iii. APRs shall not exceed 5% of null values in Questions 6a-f (Data Quality Sections); and iv. APRs will be submitted:
a. On a monthly basis – APRs shall accompany every monthly invoice and will reflect services provided during the invoiced period; and b. On a quarterly basis – APRs shall accompany each Quarterly Outcomes Report and will reflect services provided during the quarterly period.
C. Provide Alameda County Health Care Services Agency with a dedicated point of contact for data quality and reporting (a ‘data lead’).
D. Complete all entry/exit Universal Data Elements (UDEs) in HMIS.
E. Provide real-time (within twenty-four hours) data entry of all participants served into the HMIS.
At a minimum, this includes the HMIS intake and project entries/exits, and services provided, as applicable.
F. Provide an HMIS “Annual Performance Report (APR)” report for the duration of the monthly period, reflecting the unduplicated total of persons served (including homeless persons or persons at imminent risk of homelessness served). APR shall be extracted from the County’s HMIS and shall not exceed 5% of null values in Questions 6a-f of the APR (Data Quality Sections).
i. APRs must be submitted for each individual project type (i.e., Rapid Re-housing, Homeless Prevention, or relevant project) reports as demonstrated within the Quarterly Outcomes Reporting. Quarterly Outcomes Reporting will require the following components:
a. Brief Description of Contract Services Specific to the Quarterly Fiscal Year. b. APR for each individual project type Specific to the Quarterly Fiscal Year. c. Number of Unduplicated Participants Served in Quarterly Fiscal Year. d. Annual Target Number of Unduplicated Participants to be Served per Year. e. Number of Unduplicated Participants Served Fiscal Year to Date. f. Brief Narrative to Highlight Accomplishments Specific to the Quarterly Fiscal Year.
g. Brief Narrative to Highlight Challenges Specific to the Quarterly Fiscal Year. h. Ensure HMIS projects correctly identify appropriate funding sources for segmentation at the participant level to facilitate State-level reporting requirements (i.e., Homeless Housing, Assistance and Prevention (HHAP) funding for shelter support, separated by individual project.) Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
G. County shall have on-demand access to HHAP HMIS data and will regularly, but no less frequently than monthly, pull these data sets to create program performance dashboards on program outcomes listed above. Contractor agrees to work iteratively with County staff if data quality issues are identified during the course of reporting evaluation and dashboard creation, and to correct all data entry errors identified by County staff in a timely manner.
H. In the event HMIS is not available for a prolonged period, Contractor agrees to work with County staff to develop a comparable interim data collection solution. This interim solution shall pertain to all provisions in this Exhibit that otherwise refer to HMIS data collection, until such time as HMIS becomes sufficiently available and staff can be trained to use it. Contractor further agrees to ensure that all data recorded in this interim solution is eventually transferred to HMIS when it becomes available for use.
I. Contractor further agrees to ensure that all data recorded in this interim solution is eventually transferred to HMIS when it becomes available for use.
J. Provide spending reports and accompanying documentation, with format and frequency as required by other funding sources.
K. Contractor must undertake continuous quantitative and qualitative (extracted from HMIS) evaluation of the Scope of Services as specified in this Agreement and shall share quarterly and annual written reports as demonstrated within HMIS.
L. Capture data for Domestic Violence shelter reporting requirements for HHAP funds on all participants served and all significant services rendered, inputted and extracted from an HMIS-comparable database system, including:
i. Numbers Served: Captures number of individuals and households served by various sub-population breakdowns.
ii. Outcomes: Captures exit destination of populations covered by the APR (all, veterans, youth)
iii. Supplemental: Captures exit destination of populations not covered by the APR (CH, race, ethnicity, gender)
M. The numbers reported should be persons served by the entire project regardless of how much of the project was funded by HHAP.
N. Reports as demonstrated in Exhibit B2
VIII. Quarterly Reporting Deadlines:
Service Period Due to County
Q1 07/01/2024 – 09/30/2024 10/15/2024
Q2 10/01/2024 - 12/31/2024 01/15/2025
Q3 01/01/2025 - 03/31/2025 04/15/2025
Q4 04/01/2025 - 06/30/2025 07/15/2025
IX. Program Monitoring:
The County staff liaison will facilitate program monitoring, which may include a review of Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
operations, participant eligibility, participant records, including any required releases or documentation for federal/county funding, backup documentation for reporting progress towards meeting service and outcome objectives, coordination and communication with The City of San Leandro and Alameda County, and coordination with service providers who come to the site or serve as participant referrals.
X. Fiscal Compliance and Contract Monitoring:
A. Fiscal monitoring may include review of the Grantee's organizational budget, the general ledger, quarterly balance sheet, cost allocation procedures and plan, State and Federal tax forms, audited financial statement, fiscal policy manual, supporting documentation for selected invoices, cash receipts and disbursement journals.
B. Compliance monitoring will include review of Personnel Manual, Policy Manuals or Documentation, Compliance with the Americans with Disabilities Act, subcontracts, and MOUs.
C. The County staff liaison will visit the project site periodically to review records and observe activities. The Contractor will provide participants' names, addresses, and telephone numbers to designated County staff liaison(s) in accordance with applicable laws and regulations.
XI. Additional Requirements:
A. Contractor agrees that only the following reasons, adapted from the Alameda County Shelter Standards Section A.36, may be used as a basis for discharge from the shelter. Only the following reasons may be used as a basis for discharge from a shelter facility:
i. Possession of a weapon at the facility
ii. Possession of illegal drugs on premises. If alcohol or drugs are found, participant should be given the opportunity to dispose of the prohibited substance or leave the shelter for that night if they do not wish to dispose of the prohibited substance.
A violation of this policy cannot be a reason for discharge unless the violation compromises the health or safety of other participants or staff, or repeatedly interferes with the rights of other participants to peaceful enjoyment of the facility. iii. Assault or other violent behavior
iv. Theft
v. Destruction of property
vi. Restraining order precludes continued residence
vii. Participant behavior endangers health or safety of participants or staff viii. Repeated interference with the rights of other participants to peaceful enjoyment of the facility.
ix. Presence of infectious disease that significantly increases the risk of harm to other participants. Note that participants with lice or scabies or exhibiting symptoms of TB should be allowed to stay in shelter and sent to a health care provider for treatment as soon as possible. Precautions should be taken to avoid spreading as feasible. Noncompliance with treatment or containment measures that endangers other participants may be cause for discharge.
x. Participant requires care and supervision to manage their activities of daily living (feeding, toileting, selecting proper attire, grooming, maintaining continence, putting on clothes, bathing, walking and transferring) without appropriate supports available on-site. Individuals discharged due to care and supervision needs cannot be discharged to the streets.
xi. Participants may be discharged for refusing to work towards a housing plan and/or Master Contract No. 902012
Procurement Contract No. 24823
Exhibit A2
refusing multiple housing opportunities; however, evidence must be present that shelter and respite staff actively attempted to engage the participants in services designed to support an exit to stable permanent housing with consideration given to each participants barriers to engagement.
B. Contractor may not impose arbitrary lengths of stay for participants who are otherwise compliant with these protocols. Any discharge for a violation of these protocols must be fully documented (for example, in agency case notes) and made available to County, upon request.
Participants who are discharged shall be afforded the opportunity to file a grievance. Contractor agrees to establish a grievance policy for the shelter and respite programs that shall comply with any Alameda County Coordinated Entry System grievance policy guidelines.
C. While participants may be encouraged to get a TB test, lack of a test cannot be used as a reason for discharge. If a participant exhibits symptoms of TB and does not comply with testing and treatment recommendations, the participant may be discharged to protect the health and safety of other participants and staff.
XII. Certification/Licensure/ Confidentiality
A. Contractor will maintain all required licenses and special permits issued by federal, state, and local agencies related to the services it provides.
B. Contractor shall conform to all federal and state laws relating to confidentiality of patients’ medical information, including but not limited to HIPAA and HITECH when applicable.
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit B2
EXHIBIT B2
TERMS AND CONDITIONS FOR PAYMENT
Unless expressly modified by this Exhibit B2, all the terms and conditions of Exhibit B, and Exhibit B1-1 remain in full force and effect.
I. Budget Summary (07/01/2024 - 6/30/2025)
A. Contractor’s expenditures shall be in accordance with the chart set forth below.
Project (10/1/2022 –
6/30/2023)
(07/01/2023 –
06/30/2025)
Totals
Interim Housing
San Leandro Shelter $300,091 $200,000 $500,091
Sister Me Home Shelter $200,000 $124,000 $324,000
Cooling and Warming Centers $200,000 $200,000
TOTAL $500,091 $524,000 $1,024,091
B. HHAP allowable funds are limited to:
i. Operating subsidies in new and existing affordable or supportive housing units, emergency shelters, non-congregant shelters, interim or bridge housing, and navigation centers. Operating subsidies may include operating reserves. ii. Services Coordination which may include access to workforce, education, training programs, or other services needed to promote housing stability in supportive housing.
C. Funding Sources:
Original Contract
HHAP Round 1, 2 $500,091
Amendment #1
HHAP Round 3 $331,178
HHAP Round 4 $192,822
Total $1,024,091
Amendment #2 No increase
II. Terms and Conditions of Payment:
A. The funding amount under the terms of this Exhibit B2 for services provided under Exhibit A1 and Exhibit A2 is $$524,000 and the total reimbursement shall not exceed the total dollar awarded ($1,024,091) under the terms of this Agreement. Funds shall be used solely in support of the program budget above.
B. Cash Advance: Any start-up expenditures or other advance payment are subject to the County’s Cash Advance Policy and Government Code 11019:
i. Contractor must be a community-based, private, nonprofit organization. ii. Advance payments will be considered at the beginning of the contract period on a case-by-case basis in response to critical financial need and the inability to reasonably meet payroll and operating expense requirements in a timely manner.
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit B2
iii. A cash advance may be granted only once a year at the beginning of the contract period for expenses associated only with Alameda County contracts and is not to exceed the equivalent of the value of the contract divided by the number of months in the contract.
iv. The cash advance must be repaid in cash and include a recoupment plan. v. Any cash advance request must be in the form of a letter from the organization’s Executive Director submitted to the supervising department, with a Cash Advance Request Form completed.
Departments will review each request within three weeks and forward the request to the Auditor for processing. The reason for any denial will be stated in writing to the Contractor.
C. Contractor shall invoice the County not more than monthly for actual expenses incurred.
D. The final invoice shall be for an amount not to exceed the remaining balance of the contract. The final invoice and accompanying reports must be received no later than August 1, 2025.
E. Budgets amounts may vary between line items only with AC Health written consent. Funds shall be used solely in support of the project’s program budget.
F. All invoices must be accompanied by reports described in Exhibit A2 upon contract execution.
G. County shall use best efforts to process invoices submitted for reimbursement by Contractor within forty-five (45) working days of receipt, review, and approval of complete and accurate invoice, reports, and any other back up documentation, information, or reports as requested.
III. Invoicing Procedures:
A. Invoices must include:
i. Purchase Order (PO) number
ii. invoice date
iii. invoice number
iv. service period
v. contract balance
vi. actual expenditures (which may not exceed the budget in Exhibit B1) vii. invoice total amount
viii. accompanied by all required reports as delineated in the Reporting & Evaluation Requirements section in Exhibit A2
ix. Any other back up documentation, information, or reports as requested, and invoice shall be emailed to:
Colleen Budenholzer: [email protected]
CC: [email protected]
B. Contractor shall ensure that all sub-contracts, scopes of services, line-item budgets, budget narratives and required reports are submitted in the format as set forth by County, State and Federal mandates depending on funding sources. The decision to approve or disapprove any subcontracts will be based on the information contained in the contract documents. Therefore the contracts must, as applicable, describe the activities or functions involved, a time schedule, a justification for the performance by a third-party, rate of compensation, a breakdown of and justification for the estimated costs, including the manner in which indirect costs, if any, will be reimbursed, the grant policies and Master Contract No. 902012
Procurement Contract No. 24823
Exhibit B2
requirements that are applicable to sub-contractor, other policies and procedures to be followed, the maximum amount of money for which Contractor may become liable under the agreement, and the cost principles to be used in determining allowable costs in the case of cost-type contracts.
C. The County and/or Auditor-Controller may withhold payment of all or a portion of Contractor’s claim for reimbursement of expenses when the Contractor has not complied with provisions of the current Agreement or a prior Agreement. Such matters of noncompliance may include, but are not restricted to, the delivery of patient and related services, submission of consumer service data and required reports, submission of documents supporting reimbursement requests which verify expenditures incurred, maintenance of proper records, submission of revenue reports, disallowance as a result of interim audit or financial compliance evaluations, or other conditions as required in this Agreement by Federal, State or County regulations. If payment of claims is to be delayed, the following procedures will be followed:
i. Contractor shall be notified by telephone within seven (7) working days of the receipt by County of Contractor’s claim if there is a reason for delaying or withholding payment.
ii. The County shall provide written confirmation of reason(s) for delaying or withholding payment if the matter cannot be resolved within ten (10) working days of receipt of claim.
iii. The County shall not be required to give written notice of the withholding action if an invoice must be held pending revisions, corrections, or amendments. It is the Contractor’s responsibility to correct invoice documents. In all cases, the Contractor shall be notified of the errors and corrective action needed. The withholding action shall be discussed with the Contractor at the time errors are brought to the Contractor’s attention. The County may, with Contractor’s consent, make minor adjustments on invoices to correct
mathematical/typographical errors to expedite the claims process.
D. Contractor shall submit all final claims for reimbursement under this Agreement within forty-five (45) days following the expiration of this Agreement. All claims submitted after forty-five (45) days following the expiration date of this Agreement will not be subject to reimbursement by the County. Any "obligations incurred" which are included in the claims for reimbursement and paid by the County, but which remain unpaid by the Contractor after forty-five (45) days following the expiration date of the Agreement will be disallowed under audit by the County.
IV. Sub-Contractor Requirements:
A. If a portion of the services under this Agreement are to be performed by a third-party, Contractor must submit a formalized agreement to the County for approval prior to the execution of the contract and the provision of services by the sub-contractor. Failure to initiate, request, and receive written prior approval of sub-contractor may result in the disallowance of payments to the third-party.
B. Contractor shall ensure that all subcontracts, scopes of services, line-item budgets and budget narratives are submitted in the format as set forth by County, State and Federal mandates depending on funding sources. The decision to approve or disapprove any subcontracts will be based on the information contained in the contract documents.
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit B2
Therefore the contracts must, as applicable, describe the activities or functions involved, a time schedule, a justification for the performance by a third-party, rate of compensation, a breakdown of and justification for the estimated costs, including the manner in which indirect costs, if any, will be reimbursed, the grant policies and requirements that are applicable to sub-contractor, other policies and procedures to be followed, the maximum amount of money for which Contractor may become liable under the agreement, and the cost principles to be used in determining allowable costs in the case of cost-type contracts.
C. Contractor shall reimburse subcontractors or personal consultants only for those services provided or for those activities performed pursuant to this Agreement.
V. Financial Controls, Records, and Audit:
A. Financial Records: Contractor has sole authority over accounting and systems for the development, preparation and safekeeping of records and books of account relating to contracted services, including the preparation and submission of any cost reports, supporting data and other materials in connection with reimbursement under Medicaid and other third-party payment contracts and programs.
B. Audit: Contractor will participate in an annual fiscal audit to be pre-scheduled and conducted by the County. The fiscal audit will include a financial review of one monthly reimbursement request, specifically: verification of all related financial support documentation utilized in the development of the specific reimbursement request; and, examination of Contractor financial record-keeping systems and procedures relative to the development of the reimbursement request and receipt of payment. Upon completion of the annual fiscal audit the County will provide Contractor a finding report with applicable corrective measures, as necessary. Timelines for executing applicable corrective measures shall be negotiated between Contractor and the County.
VI. Other Provisions:
A. The continuation of this Agreement and payments hereunder shall be subject to the availability of funds to the County of Alameda. Alameda County agrees to notify the Contractor in writing of any modifications related to changes in available funding.
B. Should the State of California, Federal Government, or other funding source refuse to reimburse County (or disallow payment, including based upon audit exceptions) for any relevant claim submitted to County by Contractor, Contractor agrees to reimburse County for all such claims or disallowances. Any such disallowances or penalties resulting will be the sole responsibility of the Contractor.
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit C
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit C
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit C
Master Contract No. 902012
Procurement Contract No. 24823
Exhibit D2
EXHIBIT D2
COUNTY OF ALAMEDA
DEBARMENT AND SUSPENSION CERTIFICATION
(Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000).
The contractor, under penalty of perjury, certifies that, except as noted below, contractor, its principals, and any named and unnamed subcontractor:
• Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
• Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years;
• Does not have a proposed debarment pending; and
• Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years.
If there are any exceptions to this certification, insert the exceptions in the following space. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Check if continued on attached page.
Exceptions will not necessarily result in denial of award, but will be considered in determining contractor responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action.
Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Amendment to the Standard Services Agreement. Signing the Amendment to Standard Services Agreement on the signature portion thereof shall also constitute signature of this Certification.
CONTRACTOR: City of San Leandro
PRINCIPAL: Janelle T. Cameron TITLE: City Manager
SIGNATURE: ______________________________ DATE: