HomeMy WebLinkAboutAgreement A-18-338-1 with WestCare.pdfCOUNTY OF FRESNO
Fresno, CA
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AMENDMENT I TO AGREEMENT
THIS AMENDMENT I to AGREEMENT (hereinafter “Amendment”) is made and entered into this
____ day of __________, 2021, by and between the COUNTY OF FRESNO, a Political Subdivision of the
State of California, hereinafter referred to as “COUNTY,” and WestCare California, Inc., a California non-
profit corporation, whose address is 1900 N. Gateway Blvd., Suite 100, Fresno, CA 93727, hereinafter
referred to as “SUBRECIPIENT.”
WITNESSETH:
WHEREAS, the parties entered into that certain Agreement, identified as COUNTY Agreement No.
18-338, effective July 1, 2018, for homeless services in the County of Fresno; and
WHEREAS, COUNTY, through it’s Department of Social Services (DSS), has received additional
grant funding from the United States Department of Housing and Urban Development (HUD) to administer
the Coronavirus Aid, Relief, And Economic Security (CARES) Act Allocation of Emergency Solutions
Grant- Coronavirus (ESG-CV) to prevent, prepare for, and respond to coronavirus among individuals and
families who are homeless or receiving homeless assistance and to support additional homeless
assistance and homelessness prevention activities to mitigate the impacts created by coronavirus, in
accordance with the provisions of 24 CFR Part 576 (as now in effect and as may be amended from time to
time) and CPD Notice 20-08; and
WHEREAS, COUNTY and SUBRECIPIENT would like to amend COUNTY Agreement No.
18-338 to extend the term of the Agreement for an additional year and to provide for additional homeless
services to be provided by SUBRECIPIENT, funded by the additional monies described above; and
WHEREAS, SUBRECIPIENT, is willing to continue to support the FMCoC partners and clients,
and is able to provide the additional homeless services, and related supportive services to residents of
Fresno County defined by HUD to be homeless; and
WHEREAS, the FMCoC has recommended SUBRECIPIENT to provide these additional homeless
services in the County of Fresno; and
WHEREAS, the COUNTY continues to have a significant population of homeless individuals in
need of services; and
NOW, THEREFORE, in consideration of their mutual covenants, terms, and conditions herein
Agreement No. 18-338-1
22nd June
COUNTY OF FRESNO
Fresno, CA
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contained, the parties hereto agree as follows:
1. That County Agreement No. 18-338, page Two (2), Section Two (2) beginning with
Line Five (5), with the number “2” and ending on Page Two (2), Line Eleven (11) with the word
“performance”, be deleted and the following inserted into its place:
“2. TERM
This Agreement shall be effective on the 1st day of July 2018, through and including June
30, 2022.”
2. That County Agreement No. 18-338, page Three (3), beginning with Line Six (6),
with the number “4” and ending on page Four (4), Line Ten (10) with the word “days”, be deleted and the
following be inserted in its place:
“4. COMPENSATION
For actual services provided as identified in the terms and conditions of this Agreement,
COUNTY agrees to pay SUBRECIPEINT and SUBRECIPIENT agrees to receive compensation in
accordance with Revised Exhibit B, “Budget Summary,” attached hereto and by this reference incorporated
herein. Mandated travel shall be reimbursed based on actual expenditures and mileage reimbursement shall
be at SUBRECIPIENT’s adopted rate per mile, not to exceed the IRS published rate.
SUBRECIPIENT agrees to limit administrative costs to a maximum of fifteen percent (15%) of
the total program budget and to limit employee benefits to a maximum of twenty percent (20%) of total
salaries for those employees working under this Agreement during the term of this Agreement.
Payment shall be made upon certification or other proof satisfactory to COUNTY’s DSS that
services have actually been performed by SUBRECIPIENT as specified in this agreement.
In no event shall actual services performed under this Agreement be in excess of Six
Hundred Eighty-Three Thousand, Fifty-Three and No/100 Dollars ($683,053.00). For the period of July 1,
2018 to June 30, 2019, in no event shall services performed under this Agreement exceed One Hundred
Sixty-Four Thousand, Nine Hundred and No/100 Dollars ($164,900.00). For the period of July 1, 2019 to
June 30, 2020, in no event shall services performed under this Agreement exceed One Hundred Sixty-Four
Thousand, Nine Hundred and No/100 Dollars ($164,900.00). For the period of July 1, 2020 to June 30,
2021, in no event shall services performed under this Agreement exceed One Hundred Sixty-Four
COUNTY OF FRESNO
Fresno, CA
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Thousand, Nine Hundred and No/100 Dollars ($164,900.00). For the period of July 1, 2021 to June 30,
2022, in no event shall services performed under this Agreement exceed One Hundred Eighty-Eight
Thousand, Three Hundred Fifty-Three and No/100 Dollars ($188,353.00). It is understood that all expenses
incidental to SUBRECIPIENT’s performance of services under this Agreement shall be borne by COUNTY.
Except as provided below regarding State payment delays, payments by COUNTY shall be in
arrears, for services provided during the preceding month, within forty-five (45) days after receipt,
verification, and approval of SUBRECIPIENT’s invoices by COUNTY’s DSS. All final claims and/or any final
budget modification requests shall be submitted by SUBRECIPIENT within sixty (60) days following the final
month of services for which payment is claimed. No action shall be taken by COUNTY on claims submitted
beyond sixty (60) day closeout period.
The services provided by SUBRECIPIENT under this Agreement are funded in whole or in
party by the State of California. In the event that funding for these services is delayed by the State
Controller, COUNTY may defer payment to SUBRECIPIENT. The amount of the deferred payment shall not
exceed the amount of funding delayed by the State Controller to COUNTY. The period of time of the deferral
by COUNTY shall not exceed the period of time of the State Controller’s delay of payment to COUNTY
plush forty-five (45) days.
If SUBRECIPIENT should fail to comply with any provision of the Agreement, COUNTY
shall be relieved of its obligation for further compensation. Any compensation which is not expended by
SUBRECIPIENT pursuant to the terms and conditions of this Agreement shall automatically revert to
COUNTY.”
3. That all references in COUNTY Agreement No. 18-338 to Exhibit A
shall be changed to read “Revised Exhibit A,” which is attached hereto and incorporated herein by this
reference.
4. That all references in COUNTY Agreement No. 18-338 to Exhibit B
shall be changed to read “Revised Exhibit B,” which is attached hereto and incorporated herein by this
reference.
5. ELECTRONIC SIGNATURE: The parties agree that this Amendment may be executed by
electronic signature as provided in this section. An “electronic signature” means any symbol or process
COUNTY OF FRESNO
Fresno, CA
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intended by an individual signing this Amendment to represent their signature, including but not limited to
(1) a digital signature; (2) a faxed version of an original handwritten signature; or (3) an electronically
scanned and transmitted (for example by PDF document) of a handwritten signature. Each electronic
signature affixed or attached to this Amendment (1) is deemed equivalent to a valid original handwritten
signature of the person signing this Amendment for all purposes, including but not limited to evidentiary
proof in any administrative or judicial proceeding, and (2) has the same force and effect as the valid
original handwritten signature of that person. The provisions of this section satisfy the requirements of
Civil Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division
3, Part 2, Title 2.5, beginning with section 1633.1). Each party using a digital signature represents that it
has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a),
paragraphs (1) through (5), and agree that each other party may rely upon that representation. This
Amendment is not conditioned upon the parties conducting the transactions under it by electronic means
and either party may sign this Agreement with an original handwritten signature.
COUNTY and SUBRECIPIENT agree that this Amendment I is sufficient to amend Agreement No.
18-338 and, that upon execution of this Amendment I, the original Agreement, and Amendment I shall
together be considered the Agreement.
The Agreement, as hereby amended, is ratified and continued. All provisions, terms, covenants,
conditions, and promises contained in this Agreement not amended herein shall remain in full force and
effect. This Amendment shall be effective upon execution.
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IN WITNESS WHEREOF , the part ies hereto have exe cuted this Amendment I to Agreement as of the
day and year hereinabove written .
SUBRECIPIENT:
WestCare California, Inc.
By:-----------
Print Name :~nQ..l...9n ~n ~, YI 2
Title : ~'\-CGC\
Chairman of the Board, or
President, or any Vice President
,
T itle : ~-..::ii.;;~..lL~...i.....i::......l.lC.J,~lt!,,..;..!....u...~~-
Secre ar-f Corporation), or
any Assistant Secretary, or
Chief Financial Officer, or
any Assistant Treasurer
Mailing Address :
1900 N. Gateway Blvd., Suite 100
Fresno , CA 93727
Phone No : (559) 251-4800
Contact: Deputy Chief Operating Officer
FOR ACCOUNTING USE ONLY:
Fund/Subclass : 0001/10000
ORG No.: 56107001
Account No.: 7870/0
Steve Brandau , Chai rman of the Board of
Superviso r s of the County of Fresno
ATTEST:
Bernice E. Seidel
C lerk of the Board of Supervisors
County of Fresno , State of Cal ifornia
By ~C-e
Deputy
-5 -C:OUNTY CW l'I UsSNO
Fresno, C t\
Revised Exhibit A
Page 1 of 2
SUMMARY OF SERVICES
ORGANIZATION: WestCare California, Inc.
ADDRESS: 1900 N. Gateway Blvd., Suite 100, Fresno, CA 93727
TELEPHONE: 559-251-4800
CONTACTS: Shawn Jenkins, Senior Vice President
EMAIL: shawn.jenkins@WestCare.com
CONTRACT: Housing Matcher and Community Coordinator for the Fresno
Madera Continuum of Care Coordinated Entry System
CONTRACT BUDGETS: July 01, 2018 to June 30, 2019 - $164,900
July 01, 2019 to June 30, 2020 - $164,900
July 01, 2020 to June 30, 2021 - $164,900
July 01, 2021 to June 30, 2022 - $188,353*
*Funding for additional Housing Matcher ($38,353) available through 12/31/21 only.
SUMMARY OF SERVICES
WestCare will employ two full-time Matcher/Community Coordinator positions to facilitate the
Coordinated Entry System (CES) through centralized intake, assessment, and provide housing
matching for Fresno Madera Continuum of Care (FMCoC) participants. WestCare staff will
ensure that outreach events are coordinated with participation from FMCoC providers and
encompass the entire County. The information collected from the FMCoC providers via the
Vulnerability Index-Service Prioritization and Decision Assistance tool (VI-SPDAT) will be used
to match homeless individual or families with the appropriate housing options.
For the period of July 1, 2021 through December 31, 2021, WestCare shall employ an additional
full-time Housing Matcher to perform the functions as noted above. This position will be funded to
support the additional influx of clients served through the Coordinated Entry System to
permanently house those in emergency shelter due to the COVID-19 pandemic.
For the first three 12-month periods of this agreement only, WestCare will also provide training to
the FMCoC to enhance the coordination between agencies and ultimately provide individuals
with the best options for housing services. Supplies for Coordinated Entry may be secured for the
use of all member agencies of the FMCoC. These supplies will only be available to member
agencies for Coordinated Entry related purposes.
SUBRECIPIENT RESPONSIBILITIES
• Serve as the lead for the CES process by which the homeless are matched to housing
vacancies.
• Serve as primary contact for communicating with FMCoC providers regarding housing
vacancies.
• Facilitate communication between FMCoC providers and housing navigators once an
individual or family has been matched with a potential housing provider.
• Maintain a data system where each client’s unique client identifier and consent form are
connected to his/her personal identifying information.
Revised Exhibit A
Page 2 of 2
• Lead case management conferencing to ensure that each individual or family has a
housing navigator assigned to them and assists housing navigators in properly tracking
the document collection process.
• Serve as a primary CES point of contact to FMCoC providers.
• Collaborate with the FMCoC to assist and cooperate with the improvement of the CES.
• Ensure outreach efforts are coordinated; including agencies participating, names of
outreach workers scheduled, dates and time of outreach and information collected is
entered into the data system.
• Ensure all assisted clients are entered into Homeless Management Information System
(HMIS).
• Comply with the following ESG coordinated assessment requirements set forth under 24
CFR 576.400(d):
o Centralized or coordinated assessment. Once the Continuum of Care has
developed a centralized assessment system or a coordinated assessment
system in accordance with requirements to be established by HUD, each ESG-
funded program or project within the Continuum of Care's area must use that
assessment system. The recipient and subrecipient must work with the
Continuum of Care to ensure the screening, assessment and referral of program
participants are consistent with the written standards required by paragraph (e) of
this section. A victim service provider may choose not to use the Continuum of
Care's centralized or coordinated assessment system.
• Comply with 24 CFR 576 and all other federal, state, and local regulations regarding
ESG funded services.
COUNTY RESPONSIBILITIES
• Meet with WestCare staff monthly, or as often as needed, for service coordination,
problem/issue resolution, information sharing, training, review, and monitoring of
services.
• Provide 100% match for ESG funds provided through this contract.
STAFFING LEVELS
WestCare will maintain two full-time Matcher/Community Coordinator positions for the benefit of
FMCoC in addition to one full-time Housing Matcher from July 1, 2021 through December 31,
2021. The Matcher/Community Coordinators will be responsible for providing clients with case
management to ensure they transition to independence. This will include arrangement,
coordination, monitoring, and delivery of services related to meeting the housing needs of
clients and helping them obtain housing stability.
MONTHLY REPORTS/OUTCOMES
Subrecipient shall provide completed and accurate monthly activity reports to the County of
Fresno, in a report format approved by the County by the 10th of each month.
For each 12-month period, subrecipient shall meet the following outcomes:
• 200 individuals will be matched to an appropriate housing intervention.
• 100% individuals will be housed within 120 days.
For the 6-month period from July 1, 2021 through December 31, 2021, these additional outcomes
shall be met:
• 50 individuals will be matched to an appropriate housing intervention.
Revised Exhibit B
Page 1 of 4
WestCare California, Inc. Budget
July 01, 2018 to June 30, 2019
Rapid Re-housing
Personnel Salaries $ 98,100.00
Matcher/Community Coordinator (2)
Supervisor (1)
Payroll Taxes $ 12,851.00
Benefits $ 11,478.00
Insurance $ 2,943.00
Operational $ 14,628.00
Communications
Office supplies
Equipment
Facilities
Other (training and training travel as authorized by County)
Subtotal $ 140,000.00
Training and Supplies
FMCoC Training and Supplies $ 20,000.00
Subtotal $ 20,000.00
Administration
Administration costs $ 4,900.00
Program Administration
Mileage
*Training
Subtotal $ 4,900.00
Total: $ 164,900.00
*As allowed by 24 CFR 576.108(a)(2)
Revised Exhibit B
Page 2 of 4
WestCare California, Inc. Budget
July 01, 2019 to June 30, 2020
Rapid Re-housing
Personnel Salaries $ 98,100.00
Matcher/Community Coordinator (2)
Supervisor (1)
Payroll Taxes $ 12,851.00
Benefits $ 11,478.00
Insurance $ 2,943.00
Operational $ 14,628.00
Communications
Office supplies
Equipment
Facilities
Other (training and training travel as authorized by County)
Subtotal $ 140,000.00
Training and Supplies
FMCoC Training and Supplies $ 20,000.00
Subtotal $ 20,000.00
Administration
Administration costs $ 4,900.00
Program Administration
Mileage
*Training
Subtotal $ 4,900.00
Total: $ 164,900.00
*As allowed by 24 CFR 576.108(a)(2)
Revised Exhibit B
Page 3 of 4
WestCare California, Inc. Budget
July 01, 2020 to June 30, 2021
Rapid Re-housing
Personnel Salaries $ 98,100.00
Matcher/Community Coordinator (2)
Supervisor (1)
Payroll Taxes $ 12,851.00
Benefits $ 11,478.00
Insurance $ 2,943.00
Operational $ 14,628.00
Communications
Office supplies
Equipment
Facilities
Other (training and training travel as authorized by County)
Subtotal $ 140,000.00
Training and Supplies
FMCoC Training and Supplies $ 20,000.00
Subtotal $ 20,000.00
Administration
Administration costs $ 4,900.00
Program Administration
Mileage
*Training
Subtotal $ 4,900.00
Total: $ 164,900.00
*As allowed by 24 CFR 576.108(a)(2)
Revised Exhibit B
Page 4 of 4
WestCare California, Inc. Budget
July 01, 2021 to June 30, 2022
Rapid Re-housing
Personnel Salaries $ 127,880.00
Housing Matcher (1.0 FTE)
Housing Matcher (1.0 through 12/31/21)*
Community Coordinator (1.0 FTE)
Supervisor (0.10 FTE)
Payroll Taxes $ 13,300.00
Benefits $ 11,253.00
Insurance $ 3,453.00
Operational $ 12,286.00
Communications
Office supplies
Equipment
Facilities
Travel Costs
Other
Subtotal $ 168,172.00
Indirect
Indirect costs $ 20,181.00
Subtotal $ 20,181.00
Total: $ 188,353.00
*Funding for this position only available through 12/31/21.