12/5/17 Page 1 Item #20 CITY OF DANA POINT AGENDA REPORT Reviewed By: DH X CM X CA DATE: DECEMBER 5, 2017 TO: FROM: CITY COUNCIL KELLY REENDERS, ECONOMIC DEVELOPMENT MANAGER SUBJECT: HOMELESS OUTREACH SERVICES RECOMMENDED ACTION: That the City Council: 1) Ratify and amend the contract with Mercy House for homeless outreach activities in an amount not to exceed a total contract of $80,000, and extend the term through December 31, 2018. Approve a budget adjustment as described in the Fiscal Impact section; and 2) Authorize the City Manager to initiate negotiations with Family Assistance Ministries for targeted outreach services providing overnight support and homeward bound relocation assistance. BACKGROUND: On September 19, 2017 the Dana Point City Council established a resolution to refine the mission and composition of the Dana Point Homeless Task Force (the Task Force ). Homelessness is a pressing problem for many communities across the county, including Dana Point. It was established that the purpose of the Task Force is as follows: By working jointly with our neighboring cities, the County of Orange, and other engaged public agencies, and working through non-profit organizations that provide services to the homeless, create a sustainable, measurable program to eliminate the necessity of homelessness in the Dana Point regional area. The Task Force is currently evaluating strategies associated with a draft work plan (see Supporting Document B) based on the stated purpose for consideration by the City Council.
12/5/17 Page 2 Item #20 DISCUSSION: At the Task Force meeting held on October 25, 2017, Task Force members discussed item 2 of the draft work plan: Engagement of Dana Point s homeless population. In particular, much discussion occurred in regards to Item a., exploration of the expansion of hours for an outreach worker to further connect homeless with resources such as housing, medical assistance, mental health or substance abuse counseling, food pantries or other needs. The City of Dana Point currently contracts with Mercy House for homeless outreach services 1.5 days per week, Mondays and half-day Tuesdays at an average monthly cost of $2,600. This contract expires June 30, 2018 Dana Point s assigned outreach worker, Stephanie Ogas, makes contact with new homeless individuals in Dana Point, and conducts follow up with previously identified homeless individuals, clients. Ms. Ogas works in coordination with City staff, non-profits and regional agencies, such as Orange County Public Health, to visit clients and connect them to housing opportunities, shelter, medical and mental health services and offers assistance to prevent homelessness as appropriate. Ms. Ogas also works with clients to become document ready ; supporting clients in the process of becoming document ready is one of the most time-consuming activities in preparing the client for housing. Helping the client obtain a social security card, verification of veteran status or driver s license without a permanent address can be challenging. Outreach tracking efforts are reported to the Task Force through monthly reports provided by Mercy House. Sample reports are included as Supporting Documents D. The Task Force indicated that the gap in outreach services from Tuesdays to the following Monday needed to be addressed. The Task Force recommended staff issue a Request for Proposals (RFP) for full-time outreach services, evaluate responses and select a provider for City Council consideration. A RFP was issued November 1, 2017 to solicit proposals from local service providers for homeless outreach activities. The scope of work included in the RFP asked that a qualified organization be able to complete the following, but not limited to: Outreach and engagement in partnership with law enforcement, City staff, adjacent cities, local faith leaders, the County of Orange and other stakeholders Coordination and execution of Vulnerability Index Service Prioritization Decision Assistance Tool (VI-SPDAT) assessments On-going engagement of By Name List Housing Placement Strategies Pro-active connections to resources to address client s needs (medical, mental health, documentation, general relief, etc ) Coordination, in partnership with City staff, to concerns, situations and issues as needed
12/5/17 Page 3 Item #20 Coordination with City staff on community outreach, communication and education Attendance at monthly Homeless Task Force meetings Monthly activity report to include: total number of clients, number of clients served, new engagements, number of referrals made, number of VI-SPDAT assessments, number of clients who are document ready, number of clients connected with housing or shelter, number of clients provided with diversion services. Reports may modified to include additional information requested by the city or Task Force. Invoices for services to be submitted on a monthly basis The RFP was sent to eight local service providers. Proposals were received from Mercy House and Family Assistance Ministries (FAM). Proposals were evaluated by a team of 5 City staff on the following criteria: Agency Background and Expertise Program Approach/ Response to Scope of Work Capacity for data collection and reporting Leveraging The use current resources and connections to outside resources Reference Checks With their extensive experience with the City, Mercy House scored very well with their approach to the provision of full-time outreach services for Dana Point. Staff is recommending the existing contract with Mercy House be amended to include full-time outreach services. Mercy House, a non-profit, was incorporated in 1988, began operations in 1990 and has been able to operate successful homeless service programs for nearly 28 years. Mercy House has created a system of care based on a blend of both continuum of care and housing-first models of ending homelessness. This includes operating a variety of programs ranging from homeless prevention and diversion, street outreach, emergency services and shelters, transitional and interim housing, rapid re-housing programs, permanent supportive housing, residential services and affordable permanent housing facilities. The intention of these programs is to address homelessness at every level. The diversity of these programs has also afforded Mercy House the experience of working with a wide variety of homeless subpopulations including, but not limited to; families, adult men and women, mothers and their children, veterans, chronically homeless individuals, persons living with HIV/AIDS, individuals overcoming substance addictions, and those who are both physically and/or mentally disabled. Through Mercy House s recent efforts with Dana Point, fifteen clients have been housed, one has been provided with diversion resources to effectively end their homelessness and another two are currently awaiting housing placement. This has reduced our homeless population by 16 people. With the additional hours to our current outreach position, the City hopes to expedite the housing match process by working more closely and consistently with clients. The City
12/5/17 Page 4 Item #20 will also have better response time connecting clients to services and addressing community concerns and situations. Through this partnership, the City will have the tools to work more effectively in partnerships with local agencies and faith based institutions on shared initiatives. The Mercy House proposal also includes a barrier fund of $2500. This fund allows an outreach worker to dynamically respond to opportunities that may expedite a client s path to housing. This may include the cost associated with assisting a client to become document ready, such as the cost of a birth certificate, or could include an expense associated with a client s taxi ride to a time-sensitive service appointment. Other examples of what the client barrier fund may include are a short motel stay or bus tickets. FAM s proposal highlighted their experience in providing outreach services and their current collaboration, as a sub-recipient of the City s contract with Mercy House, providing support with the by-name list and permanent housing assessments (VI-SPDAT). FAM s proposal included a targeted outreach program which comprises overnight support and homeward bound relocation assistance. As a result of the review of FAM s proposal, staff is recommending that City Council authorize the City Manager to negotiate with FAM for the provision of these targeted outreach services. Currently, Orange County does not have 24-hour service for evening and weekend needs beyond 2-1-1. FAM s outreach program works to address overnight/weekend issues of homelessness, particularly for those eligible for overnight motel stays. Through this program, FAM has had success helping those who are from other parts of the country return to their safety networks. The estimated cost per individual for relocation assistance with emergency overnight stays is approximately $400 per individual. NOTIFICATION AND FOLLOW-UP: Mercy House Family Assistance Ministries FISCAL IMPACT: Outreach services through the current contract with Mercy House totaled $35,000 and the term ends June 30, 2018. Of that, $15,800 has been spent to date on those services. The additional cost to increase service to a full-time outreach worker through Mercy House and to extend the term through December 31, 2018, is $65,000; therefore it is necessary to increase the current contract to total $80,000. With $35,000 currently budgeted, a budget increase of $45,000 is requested for account 44-20-2230 to come from the General Fund unassigned fund balance. ALTERNATIVE ACTIONS: Other City Council directed actions.
12/5/17 Page 5 Item #20 ACTION DOCUMENTS: PAGE # A. Amended Contract with Mercy House... 6 SUPPORTING DOCUMENTS: B. DRAFT Work Plan discussed at 10/25/2017 Homeless Task Force Meeting... 10 C. Original Contract with Mercy House... 14 D. Mercy House Monthly Outreach Reports July-October... 18
12/5/17 Page 6 Item #20 ACTION DOCUMENT A AMENDED CITY OF DANA POINT SHORT FORM CONTRACT AGREEMENT PROJECT: Housing Placement Strategy THIS AGREEMENT is made and effective as of, between the City of Dana Point, a municipal corporation ("City") and Mercy House ("Consultant"). Consultant at all times shall remain as to the City a wholly independent Consultant. In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: Section 1: Consultant agrees to perform the work on the Project, hereafter referred to as the Contract Work, as outlined in the Scope of Work attached hereto as Exhibit A. Consultant agrees to furnish all materials, labor and incidentals to perform the Contract Work for the Project. Section 2: Except as otherwise stated herein, the City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in AMENDED Exhibit B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time and materials spent on the work. Final payment shall be coordinated and conditioned with completion of the tasks set forth in the AMENDED Exhibit A. This amount shall not exceed thirty-five thousand dollars ($35,000.00) eighty thousand dollars ($80,000) for the total term of the Agreement. This Contract shall be completed by June 30, 2018 December 31, 2018, unless sooner terminated pursuant to the provisions of this Agreement. Section 3: The City retains ownership of all work product generated as a result of this agreement. Section 4: Consultant shall hold harmless, defend at its own expense, and indemnify City and all of its officers, agents and employees against any and all liability, claims, losses, damages or expenses, including reasonable attorney s fees, that arise out of, pertain to, and/or relate to the negligence, recklessness, or willful misconduct of Consultant, any sub-contractor of Consultant, anyone directly or indirectly employed by them, or anyone that they control, or its officers, agents or employees, in rendering services under this Contract; excluding, however, such liability, claims, losses, damages or expenses arising from City s negligence or willful acts. Section 5: Standard consultant insurance requirements have been waived per the City s Risk Manager. Consultant shall provide commercial general liability insurance coverage for the performance of its obligations under this Contract in a form and type acceptable to City. Consultant shall add the City and its officers, agents and employees as additional insureds under the required insurance. Consultant shall provide worker's compensation
12/5/17 Page 7 Item #20 insurance as required by law. Consultant shall provide proof of auto liability coverage for owned, non-owned and hired autos for bodily injury and property damage. If Consultant owns no vehicles this requirement may be met through a non-owned auto endorsement to the Commercial General Liability policy. The City may require that Consultant provide additional types and forms of insurance at City's sole and reasonable discretion based upon the nature of the Project and the Contract Work. Insurance shall be placed with carriers authorized and admitted to do business in the State of California with a current A.M. Best s rating of A- or better and a financial size of VII or greater. The Certificate of Liability Insurance shall be submitted on Accord form 25-S in the amounts listed above and said certificate shall be modified to require that the City be given 30 days written notice by certified mail of any cancellation or reduction in available limits or changes in the terms of coverage. Section 6: The Contract shall be governed and interpreted by the laws of the State of California. Any litigation concerning this Contract shall take place in the state or federal courts located in Orange County, California. Section 7: If any provision of this Contract is found to be invalid or unenforceable, the remainder of the Contract shall remain valid and enforceable. Section 8: Consultant affirms that the signature(s) hereto is/are sufficient to bind the Contractor to this Contract. The Contract may be signed in counterparts. IN WITNESS WHEREOF the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Contract to be executed this. CITY OF DANA POINT: By: Date: Mercy House: By: Date: Approved As to Form: Patrick Munoz, City Attorney
12/5/17 Page 8 Item #20 AMENDED EXHIBIT A SCOPE OF WORK The City of Dana Point, through outreach staff, law enforcement and public works staff, has been actively working with our homeless population over the past year to advocate for services to provide assistance and connections to housing. The City desires to continue that effort on a more full time basis and desires the qualified organization complete the following, but not limited to: Outreach and engagement in partnership with law enforcement, city staff, adjacent cities, local faith leaders, the County of Orange and other stakeholders Coordination and execution of VI-SPDAT assessments On-going engagement of By Name List Housing Placement Strategies Pro-active connections to resources to address client s needs (medical, mental health, documentation, general relief etc ) Coordination, in partnership with city staff, to concerns, situations and issues as needed Coordination with city staff on community outreach, communication and education Attendance at monthly Homeless Task Force meetings Monthly activity report to include: total number of clients, number if clients served, new engagements, number of referrals made, number of VI-SPDAT assessments, number of clients who are document ready, number of clients connected with housing or shelter, number of clients provided with diversion services. Reports may modified to include additional information requested by the city or Task Force. Invoices for services to be submitted on a monthly basis
12/5/17 Page 9 Item #20 AMENDED EXHIBIT B Payments to be made on a monthly basis for services rendered within the previous month.
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