ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C13
Prepared by: Jonathan Lung, Homeless Services Program Manager Meeting Date: November 14, 2023 Approved by:
Imelda Huerta, Assistant City Manager
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: FIRST AMENDMENT WITH EXODUS RECOVERY TO PROVIDE CASE MANAGEMENT
AND OUTREACH SERVICES
RECOMMENDATION: Adopt City Council Resolution No. 2023- , approving the First Amendment with Exodus Recovery, Inc. to provide case management and outreach services to address homelessness in Vista.
CORRELATION TO CITY COUNCIL GOALS: Homelessness and Housing.
PRIOR ACTION: On September 27, 2022, adopted City Council Resolution No. 2022-142, approving an agreement with Exodus Recovery, Inc. to provide case management and outreach services to address homelessness in Vista (Vote: 5-0).
On March 8, 2022, adopted City Council Resolution No. 2022-35, authorizing the City Manager to sign the Encampment Resolution Grant Award from the Business, Consumer Services and Housing Agency’s (BCHS) California Interagency Council on Homelessness (CAL ICH) and related documents (Vote: 5-0).
On September 28, 2021, adopted City Council Resolution No. 2021-165, approving the First Amendment to the contract with Exodus Recovery, Inc. to provide a full-time Social Worker to address homeless in Vista; (Vote: 5-0).
On August 11, 2020, adopted City Council Resolution No. 2020-141, approving an agreement with Exodus Recovery, Inc. to provide a full-time Social Worker to address homelessness in Vista (Vote: 5-0).
STATEMENT ON THE SUBJECT: In May 2020, the City released a Request for Proposals to procure the services of a full-time social worker using Permanent Local Housing Allocation (PLHA) funds. In August 2020, the City selected and entered into an agreement with Exodus Recovery, Inc (Exodus) for a full-time social worker to conduct outreach and case management for Vista’s unsheltered community. In September 2021, the Exodus agreement was amended to include a part-time Housing Navigator and extended for an additional 12 months.
Subsequently, in March 2022, the City accepted an Encampment Resolution Funding (ERF) Program award of $1,828,394, administered by the California Interagency Council on Homelessness for a targeted outreach and housing pathway demonstration project for unsheltered residents in Vista. As part of the implementation of the ERF Program, Exodus expanded its services to specifically target a 24-acre City- owned parcel, as defined in the grant. The services offered between the PLHA and ERF programs are AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted City Council Resolution No. 2023-196.
Vote: 5-0
MEETING DATE: November 14, 2023 PAGE 2
SUBJECT: FIRST AMENDMENT WITH EXODUS RECOVERY TO PROVIDE CASE MANAGEMENT
AND OUTREACH SERVICES
interdependent and work in conjunction to ensure seamless outreach and case management efforts throughout the City. Because the additional scope of the ERF Program is separately grant funded and to maintain a clear administrative separation of the two funding sources, a new agreement with Exodus was executed, which expires April 2024.
In September 2022, a new agreement with Exodus was executed to continue the outreach and case management work funded by PLHA which expired in September 2023. Feedback from Exodus has included the difficulty with maintaining qualified staff and providing reports with increasing levels of data and frequency throughout the year, per the City’s requests. To ensure outreach and case management efforts continue successfully citywide, staff recommends approving an amendment to the agreement with Exodus for an additional 12 months for $551,420 per the provisions of the original agreement. This extension will reclassify the Community Health Worker to an additional Care Manager and add high-level administrative support for data analysis and reporting per the City’s requests, as well as ensure the continuation of existing services in conjunction with the ERF Program.
The City Council will receive a full update on the City’s Strategic Plan to Address Homelessness in December 2023 and staff will provide data outcomes for both Exodus programs at that time. The amendment is requested to be approved at this time to ensure that there is no disruption to the services provided by Exodus.
FISCAL IMPACT: The direct fiscal impact associated with this item is $551,420. All funds are available from 2022 Permanent Local Housing Allocation (PLHA) funding recognized in 0010355.521040.PLHA.
EXHIBITS:
1.City Council Resolution No. 2023- , approving the First Amendment with Exodus Recovery, Inc. to provide case management and outreach services to address homelessness in Vista.
2.First Amendment with Exodus Recovery, Inc. for Licensed Clinical Social Worker Services. 11/14/2023 C13 2 of 7
00029213 7
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING THE FIRST AMENDMENT TO THE AGREEMENT WITH EXODUS RECOVERY, INC. TO PROVIDE CASE
MANAGEMENT AND OUTREACH SERVICES TO ADDRESS
HOMELESSNESS IN VISTA
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. At the March 6, 2018, 2018-2020 goal-setting workshop, the City Council identified a need to develop a Strategic Plan to Address Homelessness (Strategic Plan).
B. On March 10, 2020, the City Council adopted the Strategic Plan that identified programs and practices that have proven successful elsewhere, but which are tailored for Vista.
C. One of the identified practices within the Strategic Plan is a full-time social worker program.
D. On September 27, 2022, the City of Vista entered into a contract with Exodus Recovery, Inc. to provide a licensed clinical social worker program to address homelessness in Vista.
E. The City of Vista desires to amend the Agreement by exercising the option to extend the Agreement for an additional 12 months from the contract date and to increase the Agreement contract ceiling price to $1,050,801 for the expanded scope of services.
2. Action.
A. The First Amendment to the Contract with Exodus Recovery, Inc. to provide a licensed clinical social worker program is approved, and the Mayor is authorized to execute the amendment.
11/14/2023 C13 3 of 7
EXHIBIT 1
RESOLUTION NO. 2023-
CITY COUNCIL OF THE CHARTERED CITY OF VISTA
PAGE 2
00029213 7EXH1 Exodus PLHA Amendment Resolution.docx
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on November 14, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20231103145402
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
11/14/2023 C13 4 of 7
00098064 4
FIRST AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF VISTA AND EXODUS RECOVERY, INC. FOR LICENSED CLINICAL SOCIAL
WORKER SERVICES
THIS FIRST AMENDMENT (“First Amendment”) to the Contract between the City of Vista and Exodus Recovery, Inc., dated September 27, 2022 (“Contract”), is made and entered into as of _______________________ (“First Amendment Date”), by and between the City of Vista, a chartered municipal corporation (“City”), and Exodus Recovery, Inc., a California corporation (“Contractor”).
Recitals: City and Contractor now desire to enter into a First Amendment to the Contract by modifying the terms of the Contract.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1. Section 3.2 of the Contract is amended to extend the term of the Contract for 12 months.
2. Section 2.5 is amended increase the contract ceiling by $551,420 to a new total contract ceiling of $1,050,801, to compensate Contractor for the expanded scope of services.
3. Section 5.1 of the Contract is amended to expand the scope of services by adding the additional services described in Exhibit A to this First Amendment.
4.All actions taken by Contractor pursuant to the Contract between September 27, 2023 and the First Amendment Date are hereby ratified.
5.All other conditions of the Contract not specifically amended or superseded by the terms herein shall continue in full force and effect. (Continued on Page 2.)
11/14/2023 C13 5 of 7
EXHIBIT 2
Contract Amendment
00098064 4
IN WITNESS WHEREOF, the parties have executed and entered into this First Amendment as of the First Amendment Date.
CITY OF VISTA, a chartered municipal
corporation
By:
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
RISK MANAGEMENT REVIEW:
DOLORES GASCON, RISK MANAGER
By:
Exodus Recovery Inc., a California
corporation
By:
NAME/Title
By:
NAME/Title
APPROVED
Walter C. Chung
20231023145655
11/14/2023 C13 6 of 7
2-Year
Total Cost Notes/Narrative
Personnel Cost
Care Manager (2 FTEs)184,912$
One Full-Time Care Manager for Year 1; Two Full-Time Care Managers for Year 2
Housing Navigator (1 FTE)122,512$ One Full-Time Housing Navigator Community Health Worker (1 FTE)45,000$
Community Health Worker for first year only (to become Care Manager in year 2)
Program Director (.5 FTE)82,230$ 20 Hours/Week of Program Management/Supervision Administrative Management (.4 FTE)35,077$ 16 Hours/Week of Data Management and Oversight Data Collection/Reporting/Admin Assistant (.5 FTE)42,000$ 20 Hours/Week of Data Collection, Reporting &
Administrative Assistance
Sub-total 511,731$
Benefits 29%148,576$ Benefits at 29% (inc. FICA, FUTA, SUTA, WC, Admin Fee) TOTAL PERSONNEL COST 660,307$
Operational Expenses
Staff Mileage 300$ Staff mileage reimbursement at $0.585 per mile 2 Vehicles (Trax and Equinox) to Enhance Homeless
Outreach Efforts and Activities for 2 years 45,416$
Leased Vehicles @ $438.19 (Trax) and $677 (Equinox) per month plus insurance, gas and cleaning/maintenance
Rent In-Kind Covered by Encampment Resolution Program
Insurance 3,000$ Insurance costs based on similar sized programs Office Equipment 11,800$ Leased Copier and IT contracts Office Supplies 5,700$ Pens, Paper, Files, Staples, Hand Sanitizer, PPE, etc.
Staff Development/Training 3,200$ CPR, Handle with Care, Cultural Competency, etc.
Fees/Licenses 3,890$
HMIS set-up fee of $175 and access fees of $25.75/month each for Social Worker, Housing Navigator and CHW plus $10 agency fee per month
Motel Vouchers -$
Motel Vouchers were removed from the budget to align with the City’s funding capacity and requirements.
Housing 162,227$
A minimum of 6 months rental assistance, to include
deposits, credit checks, move-in costs, rents and
habitability/household set-up
Flex Funds 4,300$
Expenses for client needs such as move-in supports,
biohazard/cleaning services, food, clothing, birth certificates, identification cards, etc.
Telephone 13,600$ Monthly desk and cell phone charges Utilities In-Kind Covered by Encampment Resolution Program Operation Expenses Subtotal 253,433$
ADMINISTRATIVE OVERHEAD FEE @15%137,061$ Administrative Indirect at 15% TOTAL OPERATIONAL EXPENSES 1,050,801$
City of Vista Social Worker Program
Proposed PLHA Budget Extension, 9/27/22-9/26/24 - Updated 10/19/23 11/14/2023 C13 7 of 7