SECOND AMENDMENT TO THE SERVICES AGREEMENT
BETWEEN THE CITY OF SUNNYVALE AND WeHOPE
FOR STREET OUTREACH AND ESSENTIAL HOMELESS SERVICES
This Second Amendment to the Services Agreement for Street Outreach and E
ssential Homeless Services, dated , is by and between the CITY OF SUNNYVALE ("CITY"), a California chartered municipal corporation, and WeHOPE (“CONTRACTOR"), a California 501(c)(3) nonprofit organization.
WHEREAS, CITY and CONTRACTOR entered into a services agreement on S
eptember 10, 2024, whereby CONTRACTOR would provide Street Outreach and Essential Homeless Services (“Agreement”); and
WHEREAS, CITY and CONTRACTOR entered into a first amendment to the s
ervices agreement on December 17, 2024, whereby CONTRACTOR would provide an Inclement Weather Hotel Pilot Program (“First Amendment”); and WHEREAS, CITY desires to fu rther extend the scope of services and compensation regarding the Temporary Hotel Program Expansion; and WHEREAS, CITY and CONTRACTOR now agree that a second amendment to said Agreement is advisable.
NOW, THEREFORE, CITY AND CONTRACTOR ENTER INTO THIS SECOND AM
ENDMENT TO THE SERVICES AGREEMENT:
1. Section 1 e ntitled “Contract Documents” is hereby amended, in part, to read as follows:
1. Contract D ocuments
[Replace the first paragraph with the following:]
In addition to this Agreement, the complete Contract consists of the following doc
uments: Exhibit A, Scope of Services; Exhibit A- 1, Scope of Services – Inclement Weather Hotel Pilot Program; Exhibit A -2, Scope of Services – Temporary Hotel Program Expansion. All exhibits, including all associated attachments, are attached hereto and incorporated herein by reference. The documents and exhibits comprising the complete contract are collectively referred to as the Contract Documents.
2. Section 4 e ntitled “Compensation” is hereby amended, in part, to read as follows:
4. Compensation
In no event shall the total amount of compensation paid by CITY to CONTRACTOR under this agreement exceed the sum of One Million Ninety Thousand Nine Hundred Seventy-Two and 80/100 Dollars ($1,090,972.80), unless upon written modification of this Agreement.
ATTACHMENT 1
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CONTRACTOR shal
l submit invoices to CITY no more and no less frequently than monthly for services provided to date, and in accordance with the compensation schedule outlined in Exhibit “B-2”. All invoices, including detailed backup, shall be sent to City of Sunnyvale, attention Accounts Payable, P.O. Box 3707, Sunnyvale, CA 94088-3707 or
[email protected]. Payment shall be made within thirty days upon receipt of an accurate itemized invoice by CITY’s Accounts Payable unit.
3. E xhibit “A-2,” entitled “Scope of Services – Temporary Hotel Program Expansion,” is attached hereto and incorporated into this Agreement.
4. E xhibit B to the Agreement is hereby deleted in its entirety and replaced with Exhibit “B - 2,” entitled “Amended Budget,” attached hereto and incorporated into this Agreement.
5. A ll other terms and conditions remain unchanged and are in effect.
IN W ITNESS WHEREOF, the parties have executed this Agreement Amendment.
CITY OF SUNNYVALE ("CITY") WeHOPE (“CONTRACTOR”)
By B y
City Manager
Name an d Title
ATTEST:
By
City Clerk
By
Name and Title
APPROVED AS TO FORM:
By
City Attorney
ATTACHMENT 1
DRAFT
I. Purpose of Contra
ct
Exhibit A-2
Scope of Services
– Temporary Hotel Program Expansion
Another purpose of the grant is to provide operations and services for the Temporary Hotel Program Expansion (hereinafter referred to as “Program”) for former encampment residents residing by the Sunnyvale Main Library located at 665 West Olive Ave, Sunnyvale, CA 94086 and Charles Street Gardens, 433 Charles Street, Sunnyvale, CA 94086.
II. Served Population
Grantee shall serve the former encampment residents residing by the Sunnyvale Main Library and Charles Street Gardens up to February 26, 2025, and engaged with WeHOPE street outreach services.
III. Description of Program Services
Grantee shall provide up to eighteen (18) hotel rooms for former encampment residents at the locations identified above for the time period of February 26, 2025- March 27, 2025.
Grantee shall provide services to ensure the health and safety of participants and th
e security and cleanliness of the site in accordance with the following guidelines:
A. P articipant Support:
Grantee shall provide participant supports, including, but not limited to:
1. Participant intake, including completion of forms and acknowledgement of the Participant Agreement/Site Rules, room assignment, orientation to the site;
2. Program operations for the duration of the program;
3. Wellness checks and connection to care for anyone demonstrating symptoms of physical or behavioral health needs;
4. Coordination of services and exit planning;
5. Creating program participant profiles in the Clarity System;
6. On-call support through a management level staff 24/hours a day during program operations to address critical incidents promptly.
B. Meals and Food Safe ty
Grantee shall meet the following meal-related requirements:
1. Provide two meals a day for guests and track overall meal distribution each day;
2. Manage the means to heat or maintain refrigeration of food as appropriate for distribution; and
3. Grantee shall ensure that at least one staff person responsible for food handling and service has a valid Food Safety Certification.
ATTACHMENT 1
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C. Stewardship of the Hotel Site:
1. Grantee will be responsible for securing an agreement with a local hotel in Santa Clara County, with a preference for Sunnyvale or nearby city.
2. Grantee shall obtain City approval prior to entering into any agreement that will materially impact the City-funded portion of the budget.
3. Grantee shall maintain all responsibilities and coordinate with the hotel to meet contract agreements.
4. Grantee shall promptly notify the City of any default, failure to exercise an option to extend or other situation which could impact the term of the hotel agreement.
IV. Loc
ation and Time of Services
Grantee will provide program oversight and services to the hotel program guests for the duration of the Program. Hours of service are expected to occur from February 26, 2025-March 27, 2025.
Location o f services include Larkspur Landing Extended Stay Suites Milpitas, 40 Ranch Dr. Milpitas, CA 95035 and Larkspur Landing Sunnyvale, 748 Mathilda Ave. Sunnyvale, CA 94085.
V. P rogram Service Requirements
A. Staffing: Grantee s hall ensure that the Program is staffed at no less than 90 percent at any given time, as listed in the Temporary Hotel Program Expansion Budget (“Staffing” tab).
B. S upervision : Grantee shall provide direct service staff with supervision and case conferencing, as needed, to ensure appropriate services are provided to program participants.
C. Critical I ncidents: Grantee shall report critical incidents to the City within 24 hours of the incident. Critical incidents that involve life endangerment events or major service disruptions should be reported immediately to the City staff.
As used herein, the term “critical incidents” shall include any of the following occurring at a site location or with a client in the field: death, homicide, suicide, assault, overdose, other critical incident involving Grantee staff program participants of the street outreach program, temporary hotel stay program, mobile hygiene program, or emergency shelter program.
D. Lan
guage and Interpretation Services: Grantee shall ensure that translation and interpreter services are available. Grantee shall address the needs of and provide services to the served population who primarily speak language(s) other than English.
ATTACHMENT 1
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E. Admission Policy: Except to the extent that the services are to be rendered to a specific population as described in the programs listed herein, such policies shall include a provision that the served population is accepted for care without discrimination on the basis of race, color, creed, religion, sex, age, national origin, ancestry, sexual orientation, gender identification, disability, or HIV status.
F. Cit
y Communications and Policies:
1. Grantee shall keep the City informed and comply with City policies to minimize harm and risk, including:
a. Regular communication to the City about the implementation of the Program;
b. Regular updates to the City about any hotel exits;
c. Attendance of City meetings, as needed;
d. Submission of WeHOPE program policies as requested.
The City requests resubmission of any new program policies for City review prior to implementation.
G. Da ta Standards:
1. Grantee shall ensure compliance with the HMIS Participation Agreement and Continuous Data Quality Improvement (CDQI) Process, including but not limited to:
a. Entering all client data within three working days
(unless specifically requested to do so sooner);
b. Ensuring accurate dates for client enrollment, client exit, and client move in (if appropriate); and
c. Running monthly date quality reports and correcting errors. d. Records entered into the Clarity system shall meet or exceed the Clarity System Continuous Data Quality Improvement Process standards e. Any information shared between Grantee, City, and other providers about the served population shall be communicated in a secure manner, with appropriate release of consent forms and in compliance with 24 C.F.R. Part 578, Continuum of Care; 45 C.F.R.
Parts 160 and 164, the Health Insurance Portability and Accountability Act (HIPAA) and federal and state data privacy and security guidelines.
H. Record Keeping and Files:
Grantee shall m
aintain documentation in the Clarity System and maintain hard or soft copy files with eligibility, including homelessness verification documents, releases of information, and progress notes
ATTACHMENT 1
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I. Harm Reduction: Grantee shall integrate harm reduction principles into service delivery and agency structure as well as to ensure that an agency Overdose Prevention policy is in place and followed by staff.
J. Good Neighbor Policies: Gr antee shall maintain a good relationship with the neighborhood, which includes availability of grantee management staff to respond to hotel neighbor complaints within two business days.
K. Cit y shall have the option to modify or adjust the amounts allocated for each of the services shown in this Agreement, and across quarters, months, fiscal years, and program components, to meet program goals as approved by City in writing as long as it does not exceed the total obligation amount.
VI. S
ervice Objectives
Grantee shall achieve the following Service Objectives:
Activities & Measures Service Objective
A Grantee shall offer weekly case
management sessions to each
program participant as
documented in Clarity or other
grantee database.
100% of participants will be offered
weekly case management sessions with
grantee staff.
B Grantee shall work with program
participants to exit plan prior to
program end.
Number of unduplicated clients
who move into shelter, interim,
transitional, or permanent housing
during the reporting period.
(Permanent housing includes:
permanent supportive housing,
housing without subsidy, family
reunification, etc.)
A minimum of 15% of enrolled
participants will exit to temporary housing
destinations (emergency shelter or
transitional housing, Safe Parking, etc.),
and some institutional destinations or
permanent housing destination
(permanent supportive housing,
affordable housing, housing without
subsidy, family reunification, etc.)
ATTACHMENT 1
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VII. Reporting Requirements
Grantee shall input data into systems required by the City and County of Santa Clara, such as Clarity System entries, and City Data Services (CDS) online grant management database.
A. Grantee shall provide an end report of activities, referencing the tasks as described in the Service and Outcome Objectives sections. The performance/data report will include, but is not limited to, the following:
1. Number of unduplicated clients served during the reporting period; and
2. Performance measure report that includes the results of the performance measures listed above for the term of February 26- 2025-March 27, 2025.
B. Grantee shall provide Ad Hoc reports as required by the City and respond to requests by the City in a timely manner.
For assistance with reporting requirements or submission of reports, contact the Homeless Services Manager.
VIII. M onitoring Activities
A. Program Monitoring: Grantee is subject to Program m onitoring and/or audits, such as, but not limited to, the following, participant files, review of the Grantee’s administrative records, staff training documentation, postings, program policies and procedures, data reported on Annual Performance Reports (APR), documentation of funding match sources, Disaster and Emergency Response Plan and training, personnel and activity reports, proper accounting for funds and other operational and administ rative activities, and back-up documentation for reporting progress towards meeting service and outcome objectives.
B. F iscal Compliance and Contract Monitoring: Fiscal monitoring shall 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 and accounting policies, supporting documentation for selected invoices, cash receipts and disbursement journals. The compliance monitoring shall include review of Personnel Manual, Emergency Operations Plan, Compliance with the Americans with Disabilities Act, subcontracts, and memorandums of understanding.
ATTACHMENT 1
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CITY OF SUNNYVALE HOUSING DIVISION
Exhibit B-2, AMENDED BUDGET
Document Date 3/11/2025
Contract Term Begin Date End Date Duration (Years)
Term of SO and DoW 9/1/2024 9/10/2025 2
Term of IWHPP 12/13/2024 4/15/2025 1
Term of Lib Hotel 2/26/2025 3/27/2025
Provider Name
Program
Contract Action
Effective Date
Budget Name
Funding: Current New
Total Budget for Street Outreac $ 1,090,972.80 791,357$ Contingency for IWHPP 12,197.36$ -$
Total Not-To-Exceed Amount $ 1,103,170.16 -$
Current Change New
501,920.00$ 24,797.00$ 526,717.00$
380,595.80$ 84,480.00$ 465,075.80$
882,515.80$ 109,277.00$ 991,792.80$
10.00% 10.00% 10.00%
88,252.00$ 10,928.00$ 99,180.00$
12,197.36$ 12,197.36$
-$
982,965.16$ 120,205.00$ 1,103,170.16$
$ 803,554.16 $ 803,554.16
$ 803,554.16 -$ $ 803,554.16
-$
PLHA 2020 Funds 179,411.00$ 179,411.00$
PLHA 2021 Funds 120,205.00$ $ 120,205.00
179,411.00$ 120,205.00$ $ 299,616.00
$ 982,965.16 120,205.00$ 1,103,170.16$
Prepared by
Title
Phone
TOTAL CITY OF SUNNYVALE REVENUES
OTHER REVENUES (Non-CITY Revenues)
EXPENDITURES
Salaries & Benefits
Operating Expense
General Fund
TOTAL EXPENDITURES (Subtotal + Indirect Cost)
Amanda Sztoltz
TOTAL OTHER REVENUES
TOTAL CITY OF SUNNYVALE + OTHER REVENUES
Homeless Svc Manager
Year 1
WeHOPE
837010_Street Outreach and Essential Homeless Svc
Amendment
2/26/2025
CITY OF SUNNYVALE REVENUES
20%
Street Outreach and Essential Homeless Svc
Subtotal
Indirect Percentage
Indirect Cost (Line 22 X Line 23)
Other Expenses (Not subject to indirect %)
Capital Expenditure
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
SALARY & BENEFIT DETAIL
Document Date
Provider Name
N/A
Annual Full
Time Salary (for
1.00 FTE)
Position FTE
% FTE
funded by
this budget
Adjusted
Budgeted
FTE
Budgeted Salary
7,200$ 2.80 100% 2.80 20,160 $
0.00 ‐$
0.00 ‐$
20,160$
2.80 FRINGE BENEFIT RATE 23.00%
EMPLOYEE FRINGE BENEFITS 4,637.00$
TOTAL SALARIES & BENEFITS 24,797$
TOTAL FTE
TOTAL SALARIES
Agency Totals
For HSH Funded Program
Residential Service Coordinator(s)
3/11/2025
WeHOPE
POSITION TITLE
Year 1
ATTACHMENT 1
DRAFT
I
I
CITY OF SUNNYVALE HOUSING DIVISION
OPERATING DETAIL
Provider Name
OPERATING EXPENSES Budgeted Expense
Rental of Property 61,560$
Staff Room 3,420$
Repairs/Incidentals 4,500$
Food 15,000$
TOTAL OPERATING EXPENSES 84,480$
Year 1
WeHOPE
ATTACHMENT 1
DRAFT
BUDGET NARRATIVE - LIBRARY HOTEL
FY24-25
Position Justification Calculation Employee Fringe Benefits Employee Name Residential Service Coordinator(s) 2.8 FTE position to ensure that communication, logistical and facility
needs are met for the overnight warming
location site
$30hrly x 8hrs x 30 dys * 2.8 FTE
= $20,160
Includes FICA, SSUI, Workers Compensation
and Medical calculated at 23% of total
salaries.
TBD
Justification Calculation
Cost to provide 18 hotel rooms for
immediate sheltering for the unhoused
$114.00 per/rm x 30 ngts x 18 rms
= 61,560
ggg
Cost to provide one staff room $114.00 per/rm x 30 ngts x 1 rm = 3,420
ggg
Cost to cover incidentals or repairs to
room; extensive clean-ups
$250 per/rm x 18 rms ggg
Operating Expenses
Rental of Property
Staff Room
Repairs/Incidentals
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
SALARY & BENEFIT DETAIL
Document Date
Provider Name
Program
Budget Name
5 Months
IWHPP
Annual Full
Time Salary
(for 1.00
FTE)
Position
FTE
% FTE
funded
by this
budget
Adjusted
Budgete
d FTE
Budgeted
Salary
4,800.00 $ 3.00 100% 3.00 14,400.00$
0.00 ‐$
0.00 ‐$
14,400.00$
3.00 FRINGE BENEFIT RATE 23.00%
EMPLOYEE FRINGE BENEFITS 3,312.00$
TOTAL
SALARIES & BENEFITS 17,712.00$
TOTAL FTE
TOTAL SALARIES
POSITION TITLE
Year 1
Agency Totals For City Funded
Program
11/1/2024
WeHOPE
Inclement Weather Hotel Pilot Program (IWHPP)
837010 _Street Outreach and Mobile Hygiene Services
Residential Service Coordinator(s)
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
OPERATING DETAIL
Document Date
Provider Name
Program
Budget Name
01/01/2025-08/31/2025
OPERATING EXPENSES Budgeted Expense
Rental of Property 27,028.00$
Staff Room 2,702.80$
Food 8,000.00$
Consultants $0
TOTAL OPERATING EXPENSES 37,730.80$
Year 1
WeHOPE
Inclement Weather Hotel Program (IWHPP)
837010 _Street Outreach and Mobile Hygiene Services
ATTACHMENT 1
DRAFT
BUDGET NARRATIVE - IWHPP
Position Justification Calculation
Employee Fring
Benefits Employee Name
Residential Service Coordinator(s) 3 FTE position to ensure that communication,
logistical and facility needs
are met for the overnight
warming location site
$30hrly x 8hrs x 20 dys
* 3 FTE
= $14,400
Includes FICA,
SSUI, Workers
Compensation
and Medical
calculated at
23% of total
salaries.
TBD
Justification Calculation
Cost to provide ten hotel
rooms for immediate
sheltering for the unhoused
$135.14 per/rm x 20
ngts x 10 rms
= 27,028
f
Cost to provide one staff
room
$135.14 per/rm x 20
ngts x 1 rm
= 2,702.80
f
Cost to provide (2) meals
$20pp x 20 ngts x 20 ppl
= 8,000
f
837010 _Street Outreach and Mobile Hygiene Services
Operating Expenses
Rental of Property
Staff Room
Food
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
SALARY & BENEFIT DETAIL
Document Date
Provider Name
Program
Budget Name
9/10/2024 to
9/10/2024
12/13/2024 ‐
12/12/2025
12/13/2024 ‐
12/12/2025
Current Amendment New
Annual Full
Time Salary (for
1.00 FTE)
Position FTE
% FTE
funded by
this budget
Adjusted
Budgeted FTE Budgeted Salary Change Budgeted Salary
49,920$ 1.00 100% 1.00 49,920 $ ‐$ 49,920$ 49,920$ 1.00 100% 1.00 49,920 $ ‐$ 49,920$ 60,320$ 1.00 100% 1.00 60,
320$ ‐$ 60,320$
60,320$ 1.00 100% 1.00 60,320 $ ‐$ 60,320$ Lead Case Manager 72,800$ 0.10 100% 0.10 7,280 $ ‐$ 7,280$ 56,160$ 0.50 100% 0.50 28,080 $ ‐$ 28,080$ Program Director 150,010$ 0.10 100% 0.10 15,001 $ ‐$ 15,001$ 270,841$ ‐$ 270,841$
4.70 FRINGE BENEFIT RATE 23.00% 23.00%
EMPLOYEE FRINGE BENEFITS 62,293.00$ ‐$ 62,293.00$ TOTAL SALA
RIES & BENEFITS 333,134$ ‐$ 333,134$
TOTAL FTE
Year 1
TOTAL SALARIES
For City Funded ProgramAgency Totals
Housing Navigator
Case Manager
Case Manager
3/11/2025
WeHOPE
837010_Street Outreach and Essential Homeless Svc
Street Outreach and Essential Homeless Svc
POSITION TITLE
Outreach Workers
Outreach Workers
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
OPERATING DETAIL
Document Date
Provider Name
Program
Contract Number
Budget Name
OPERATING
EXPENSES
Budgeted
Expense Change Budgeted Expense
Rental of Property 200,000 $ -$ 200,000$
Utilities (Elec, Water, Gas, Phone, Scavenger) -$ -$ -$ Office Supplies, Postage -$ -$ -$
Building Maintenance Supplies and Repair 20,000$ -$ 20,000$ Printing and Reproduction -$ -$ -$
Insurance 2,500$ -$ 2,500$
Staff Training 1,700$ -$ 1,700$
Staff Travel-(Local & Out of Town) 2,500$ -$ 2,500$ Rental of Equipment 9,600$ -$ 9,600$
IT Communication Operations, Support/Maintena 7,500$ -$ 7,500$ Program Supplies 3,500$ -$ 3,500$
Client Assistance 11,800$ -$ 11,800$
Consultants -$ -$ -$
TOTAL OPERATING EXPENSES 259,100$ -$ 259,100$ Year 1
3/11/2025
WeHOPE
837010_Street Outreach and Essential Homeless Svc
Street Outreach and Essential Homeless Svc
ATTACHMENT 1
DRAFT
BUDGET NARRATIVE
Street Outreach and
Essential Homeless
Sv
c
Salaries & Benefits
Adjusted
Budgeted FTE Justification Calculation Employee Name
Outreach Workers N/A Identifies and builds relationships with unsheltered homeless neighbors through
direct street outreach activities. Provides
advocacy and assists in connecting
individuals experiencing homelessness
with services and housing.
Annual Salary $49,920
$24.00 x 2080hrs =
$49,920
TBD
Outreach Workers N/A Identifies and builds relationships with unsheltered homeless neighbors through
direct street outreach activities. Provides
advocacy and assists in connecting
individuals experiencing homelessness
with services and housing.
Annual Salary $49,920
$24.00 x 2080hrs =
$49,920
TBD
Case Manager N/A Serves as the primary point of contact for clients, responsible for creating
strategies to engage with individuals and
families on the streets and developing a
path to housing. Annual Salary: 60,320
$29.00 x 2080hrs =
$60,320
TBD
Case Manager N/A Serves as the primary point of contact for clients, responsible for creating
strategies to engage with individuals and
families on the streets and developing a
path to housing. Annual Salary: 60,320
$29.00 x 2080hrs =
$60,320
TBD
Lead Case Manager 0.10 The Lead Case Manager will devote 10% effort to oversee and support the
Case Management team to ensure
services meet Rapid Rehousing,
Housing Navigation, and HMIS data
needs. Annual Salary $72,800
$35.00 x 208hrs = $7,280 Clyde Virges
FY24-25
ATTACHMENT 1
DRAFT
Housing Navigator 0.50 Collaborate with prospective property owners and managers to promote
housing opportunities for clients; Assist
clients with locating housing, acquiring
furniture and move-in essentials. Annual
Salary: $56.160
$27.00 x 1040hrs =
$28,080
TBD
Program Director 0.10 Oversees the program and will spend 10% of their time supervising and hiring
staff; progam evaluation. Annual Salary
$150,000
$72.12 x 208hrs = $15,001 Alicia Garcia
Employee Fringe Benefits Includes FICA, SSUI, Workers
Compensation and Medical calculated at
23% of total salaries.
Justification Calculation
Cost to provide five hotel rooms for
immediate sheltering for the unhoused
$104per night x 365
nights x 5 rms. Addl 5%
cost increases
Cost to cover utilities for operations N/A
Cost to cover standard office supplies
N/A
Cost to repair and replace damaged
equipment; 10% of rental expense
$200,000 x .1 = $20,000
Cost to cover standard printing and
reproduction orders
N/A
Cost to provide insurance coverage for
rental property
$208 x 12 mths =
$2,500
Bi-Weekly Case management training
(1hr);
$72.12 x ~24 weeks =
$1,700
Fuel cost based on $52 per mth per FT
FTE
$52 x 4 x 12 = $2,500
Cost of transportation rental for outreach
workers
$800 per/mth x 12 =
$9,600
Cell phone (4@45 per/mth),
hardware/laptop (3@$700), field tech
($36per/mth), and IT support (3%)
$184x12=$2208;$700x3
=$2100;$36x12=$432;
$230x12=$2760
Building Maintenance Supplies and Repair
Operating Expenses
Printing and Reproduction
Insurance
Staff Training
Staff Travel-(Local & Out of Town)
Rental of Equipment
IT Communication Operations,
Support/Maintenance
Rental of Property
Utilities (Elec, Water, Gas, Phone, Scavenger)
Office Supplies, Postage
ATTACHMENT 1
DRAFT
Supplies based $62 per month avg per
FTE
$62 x 4.7 x 12 = $3,500
Clothing, food, transportation for clients;
~300pp annually ($40pp avg)
$40 * 300 = $11,800
Program Supplies
Client Assistance
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
SALARY & BENEFIT DETAIL
Document Date
Provider Name
Program
Budget Name
12/13/2024 ‐
12/12/2025
Annual Full
Time Salary (for
1.00 FTE)
Position
FTE
% FTE
funded by
this budget
Adjusted
Budgeted
FTE
Budgeted Salary
DOW Driver 64,480$ 1.00 100% 1.00 64,480 $
DOW Intake Specialist 43,680$ 1.00 100% 1.00 43,680 $ Program Coordinator 68,640$ 0.10 100% 0.10 6,864 $ Data Analyst 52,000$ 0.15 100% 0.15 7,800 $ 122,824$
2.25 FRINGE BENEFIT RATE 23.00%
EMPLOYEE FRINGE BENEFITS 28,250.00$
TOTAL
SALARIES & BENEFITS 151,074$
3/11/2025
WeHOPE
Dignity on Wheels Mobile Hygiene Services
DOW MOBILE HYGIENE SERVICES
POSITION TITLE
Year 1
Agency Totals For HSH Funded
Program
TOTAL SALARIES
TOTAL FTE
ATTACHMENT 1
DRAFT
CITY OF SUNNYVALE HOUSING DIVISION
OPERATING DETAIL
Document Date
Provider Name
Program
Contract ID
Budget Name
OPERATING EXPENSES Budgeted Expense
Rental of Property 2,600$
Utilities(Elec, Water, Gas, Phone, Scavenger) 3,120 $
Office Supplies, Postage -$
Building Maintenance Supplies and Repair 13,520 $
Printing and Reproduction -$
Insurance 5,200$
Staff Training -$
Staff Travel-(Local & Out of Town) -$
Rental of Equipment -$
Laundry & Supplies 31,980$
Fuel/Propane 23,445$
Comm/Field Tech 3,900$
Consultants -$
TOTAL OPERATING EXPENSES 83,765$
Year 1
3/11/2025
WeHOPE
Dignity on Wheels Mobile Hygience Services
837010
Street Outreach and Essential Homeless Svc
ATTACHMENT 1
DRAFT
I
BUDGET NARRATIVE
Street Outreach and Essential Homeless Svc
Position Annual Salary Calculation Employee Fringe Benefits Employee Name DOW Driver 64,480 $31.00 x 2080hrs = $64,480 Includes FICA, SSUI, Workers Compensation and Medical
calculated at 23% of total salaries
Sonny Chin
DOW Intake Specialist 43,680 $21.00 x 2080hrs = $43,680 Includes FICA, SSUI, Workers Compensation and Medical
calculated at 23% of total salaries
Alex Lawson
Program Coordinator 68,640 $33.00 x 208hrs = $6,864 Includes FICA, SSUI, Workers Compensation and Medical
calculated at 23% of total salaries
Marcus Lovelave
Data Analyst 52,000 $25.00 x 312hrs = $7,800 Includes FICA, SSUI, Workers Compensation and Medical
calculated at 23% of total salaries
Esiquiel Gonzalez
Justification Calculation
Cost to provide
parking/storage of vehicle
$10 per /session@260=$2,600 1
Cost to provide portable
water
$12 per /session@260=$3,120 1
N/A N/A 1
Cost to provide
maint/upkeep, licensing &
maintain certifications
$45 per /session@260=$13,520 1
N/A N/A 1
Cost to provide general
liability insurance for vehicle
and site
$20 per /session@260=$5,200 1
N/A N/A 1
N/A N/A 1
N/A N/A 11
Cost to provide towels (2
per client per session);
laundry soap, and
sanitation supplies
$123 per /session@260=$31.980 1
Cost to provide fuel and
propane to operate
equipment
$90.17 per /session@260=$23,445 1
Cost to provide phones,
vehicle tracking, and
internet access
$15 per /session@260=$3,900 11
N/A N/A
11 Indirect Cost 10% Indirect Cost; ofc
space, acctg, HR, and other
admin expenses
10% x $234,839 = $23,484
Descri
ption
(i) Salaries, wages, and
related costs of the
recipient‘s staff, the staff of
subrecipients, or other staff
engaged in program
administration, including
staff who:
A) Prepare and update
program budgets and
schedules;
B) Develop systems for
assuring compliance with
program requirements;
C) Develop agreements
with subrecipients and
contractors to carry out
program activities;
D) Monitor program
activities for progress and
compliance with program
requirements;
E) Prepare reports and
other documents directly
related to the program for
submission to HUD;
F) Coordinate the
resolution of audit and
monitoring findings;
G) Evaluate program
results against stated
objectives; or
Operating Expenses
Rental of Property
Utilities(Elec, Water, Gas, Phone, Scavenger)
Office Supplies, Postage
Laundry & Supplies
Fuel/Propane
Comm/Field Tech
Building Maintenance Supplies and Repair
Printing and Reproduction
Insurance
Staff Training
Staff Travel-(Local & Out of Town)
Rental of Equipment
Consultants
* Note: Per HUD CoC requirements, Administrative budgets may only be spent on specific HUD-authorized Eligible Costs, which include:
Category Notes
1) General Management, Oversight, and Coordination
In charging costs to this category, the recipient may include the entire salary, wages, and related costs allocable to the program of each person whose primary responsibilities with regard to the program involve program administration assignments, or the pro rata share of the salary, wages, and related costs of each person whose job includes any program administration assignments. The recipient may use only one of these methods for each fiscal year grant.
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H) Manage or supervise
persons whose primary
responsibilities with regard
to the program include
these administrative tasks.
(ii) Travel costs incurred
for monitoring of
subrecipients;
(iii) Administrative Services
performed under third-party
contracts or agreements
(iv) Other costs for goods
and services required for
administration of the
program
Costs of providing training
on Continuum of Care
requirements and attending
HUD-sponsored Continuum
of Care trainings.
Costs of carrying out the
environmental review
responsibilities under §
578.31.
For more information on Eligible Administrative Costs, see Section 578.59 (page 87) of the CoC Program Interim Rule, 24 CFR:
https://www.hudexchange.info/resources/documents/CoCProgramInterimRule_FormattedVersion.pdf 2) Training on Continuum of Care Requirements
3) Environmental Review
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