HomeMy WebLinkAboutAgreement A-18-541-2 with WestCare.pdfAgreement No. 18-541-2
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AMENDMENT II TO AGREEMENT
THIS AGREEMENT is made and entered into this 23rd day of June , 2020 , by and between
4 the COUNTY OF FRESNO , a Political Subdivision of the State of California , hereinafter referred to as
5 "COUNTY ," and WESTCARE CALIFORNIA, INC., a California non-profit corporation , whose address is
6 1900 N. Gateway Blvd ., Ste. 100, Fresno, CA 93727 , hereinafter referred to as "SU BRECIP IENT."
7 WITNESS ETH :
8 WHEREAS, the parties entered into that certain Agreement, identified as COUNTY Agreement No .
9 18-541 , effective September 11 , 2018, and Amendment I , identified as COUNTY Ag reement No. 18-541-1 ,
1 O effective March 26 , 2019, hereinafter referred to collectively as Agreement No. 18-541 for disability
11 advocacy, housing-based case management, housing assistance, and related services for home less and
12 disabled individuals in Fresno County ; and
13 WHEREAS , COUNTY, through its Department of Social Services (DSS) has received an additional
14 funding allocation from the California Department of Social Services (COSS) to administer the Housing and
15 Disability Advocacy Program (HDAP), as described by the Welfare and Institutions Code (WIC) section
16 18999 et seq . (as now in effect and as may be amended from time to time), as most recen tly authorized by
17 Senate Bill 80 (Chapter 27 , Statues of 2019); and
18 WHEREAS , the COUNTY continues to have a significant population of homeless and disabled
19 individuals in need of HDAP services, and the parties desire to amend the Agreement regarding changes
20 as stated below.
21 NOW, THEREFORE , in consideration of their mutual covenants and conditions, the parties hereto
22 agree as follows :
23 1. That the existing COUNTY Ag reement No . 18-541 , Page Two (2), Section Two (2)
24 beginning with line Twenty-One (21 ), with the number "2 " and ending on Line Twenty-Three (23) with the
25 year "2020 ," be deleted and the following inserted in its place:
26 "2. TERM
27 The term of this Agreement shall commence on the 11th day of September, 2018 , through
28 and including the 30th day of June, 2021 . This Agreement may be extended for one additional consecutive
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twelve (12) month period upon written approval of both parties no later than thirty (30) days prior to the first
day of the twelve (12) month extension period. The DSS Director or his or her designee is authorized to
execute such written approval on behalf of COUNTY based on SUBRECIPIENT’s satisfactory
performance.”
2.That the existing COUNTY Agreement No. 18-541, Page Three (3), Section Four (4)
beginning with Line Eighteen (18), with the number “4” and ending on Page Four (4), Line Sixteen (16) with
the word “days,” be deleted and the following inserted in its place:
“4. COMPENSATION
For actual services provided as identified in the terms and conditions of this Agreement,
including Revised Exhibit A-1, COUNTY agrees to pay SUBRECIPIENT and SUBRECIPIENT agrees to
receive compensation in accordance with Revised Exhibit B-1, “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. 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.
The maximum amount payable to SUBRECIPIENT for the period of September 11, 2018
through June 30, 2020 shall not exceed Seven Hundred and Fifty Thousand and No/100 Dollars
($750,000). The maximum amount payable to SUBRECIPIENT for the period of July 1, 2020 through June
30, 2021 shall not exceed Five Hundred and Ten Thousand One Hundred and Two and No/100 Dollars
($510,102). The maximum amount payable to SUBRECIPIENT for the period of July 1, 2021 through June
30, 2022 shall not exceed Five Hundred and Ten Thousand One Hundred and Two and No/100 Dollars
($510,102). In no event shall the maximum contract amount for the services provided by the
SUBRECIPIENT to COUNTY under the terms and conditions of the Agreement be in excess of One Million
Seven Hundred and Seventy Thousand Two Hundred and Four and No/100 Dollars ($1,770,204). It is
understood that all expenses incidental to SUBRECIPIENT’s performance of services under this
Agreement shall be borne by SUBRECIPIENT.
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,
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verification, and approval of SUBRECIPIENT’s invoices by COUNTY’s DSS. If SUBRECIPIENT should fail
to comply with any provision of this Agreement, COUNTY shall be relieved of its obligation for further
compensation. All final claims and/or any final budget modification requests shall be submitted by
SUBRECIPIENT within sixty (60) days following the final month of service for which payment is claimed. No
action shall be taken by COUNTY on claims submitted beyond the sixty (60) day closeout period. Any
compensation which is not expended by SUBRECIPIENT pursuant to the terms and conditions of this
Agreement shall automatically revert to COUNTY.
The services provided by SUBRECIPIENT under this Agreement are funded in whole or in
part 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 plus
forty-five (45) days.”
3. That all references in existing COUNTY Agreement No. 18-541 to Revised Exhibit A shall
be changed to read “Revised Exhibit A-1,” which is attached hereto and incorporated herein by this
reference.
4. That all references in existing COUNTY Agreement No. 18-541 to Revised Exhibit B shall
be changed to read “Revised Exhibit B-1,” which is attached hereto and incorporated herein by this
reference.
5. COUNTY and SUBRECIPIENT agree that this Amendment II is sufficient to amend
Agreement No. 18-541 and, that upon execution of this Amendment II, the original Agreement, Amendment
I, and this Amendment II, 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 II shall become effective upon execution on the day first written
hereinabove.
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1 IN WITNESS WHEREOF, the parties hereto have executed this Amendment II to Agreement as of
2 the day and year first hereinabove written.
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4 SUBRECIPIENT:
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WESTCARE CALIFORNIA, INC .
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12 By: ./ /,,-. ( L✓ --' l' •
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HA-LHJf\ e
Mailing Address:
1900 N. Gateway Blvd., Ste, 100,
Ffe-sno , CA 93727 · ··
Phone No: (559) 251 -4800
Contact: Senior Vice President
20 FOR ACCOUNTING USE ONLY:
21 ORG No.: 56107001
Fund/Subclass: 0001/10000
22 Account No.: 7870
23 DEN :JK
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COUNTY OF FRESNO
£-=~~~~~~~~-------1
Ernest Buddy Mende hairman of the
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Board of Supervisors of the County of Fresno
ATTEST:
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno, State of California
Revised Exhibit A-1
Page 1 of 10
SUMMARY OF SERVICES
ORGANIZATION: WestCare California, Inc.
ADDRESS: P.O. Box 12107 Fresno, CA 93776
TELEPHONE: (559) 251-4800
CONTACT: Shawn Jenkins, Senior Vice President
EMAIL: Shawn.Jenkins@WestCare.com
CONTRACT: Housing and Disability Advocacy Program
1. OVERVIEW OF SERVICES
The Housing and Disability Advocacy Program (HDAP) assists disabled individuals who are
experiencing homelessness with applying for disability benefit programs, while also providing
housing assistance for them and their household. WestCare, California Inc. (WestCare) shall
provide HDAP services, including but not limited to: disability income benefits advocacy; housing-
based case management; outreach; intake and assessment; care coordination for physical and
mental health services; client transportation; post -exit follow-up client contacts; ensure clients
receive financial assistance for temporary housing, permanent housing, utilities, storage, limited
household expenses, and client-caused damages; and refer clients to other supportive services
(e.g. legal aid, substance abuse counseling).
The services provided shall adhere to relevant requirements associated with the program’s
funding sources, including:
• Adhering to Housing First principles as described in the California Welfare & Institutions
Code (W&IC) section 8255.
• Following the requirements within the Housing and Disability Advocacy Program
legislation (W&IC sections 18999 et seq.) and guidance provided via California
Department of Social Services (CDSS) All County Letters.
• Ensuring that services and expenses reimbursed by the United States Department of
Housing and Urban Development (HUD) Emergency Solutions Grant (ESG) are provided
in accordance with 24 CFR 576.
• Ensuring that services and expenses reimbursed by HUD Tenant Based Rental
Assistance (TBRA) are provided in accordance with 24 CFR 92.
WestCare shall ensure HDAP staff are informed of all relevant program requirements, staff
maintain documentation of meeting regulatory requirements, and that reimbursement is
requested for only eligible expenses and services.
Changes to the State HDAP regulations that do not have impacts on staffing expenses or require
an increase in maximum compensation shall be incorporated into WestCare’s HDAP service
delivery practices within a timeframe mutually acceptable to both WestCare and the County’s
Department of Social Services (DSS).
Revised Exhibit A-1
Page 2 of 10
2. TARGET POPULATION
The highest priority shall be given to (1) chronically homeless households or (2) households with
a disabled individual who are homeless and rely most heavily on government-funded services.
WestCare and the County’s Department of Social Services (DSS) shall periodically assess the
local need and work in collaboration with the Fresno Madera Continuum of Care (FMCoC)
Coordinated Entry System to ensure clients with the highest needs are given the highest priority
and are able to access HDAP services. WestCare and DSS shall mutually develop a prioritization
process to use when admitting prospective clients into HDAP.
Eligible subpopulations that may be targeted for outreach include, but are not limited to, homeless
individuals or families with disabilities who are: General Relief applicants or recipients;
CalWORKs recipients; CalFresh recipients; low-income veterans; or low-income individuals who
had experienced homelessness prior to entering an institution, who are being discharged or can
be diverted from jail, prison, the hospital, a long-term care facility, or a rehabilitation facility.
3. STAFFING
WestCare shall provide sufficient staff to achieve the program outcomes and resolve staffing
vacancies in a timely manner. Staff shall be trained on program requirements, HMIS, and how to
employ evidence-based practices for client engagement, including but not limited to: motivational
interviewing, trauma-informed care, and client-centered case planning.
The current staffing pattern is: HDAP Team Leader (1.0 FTE), Disability Income Advocate (2.0
FTE), and Housing-Based Case Manager (3.0 FTE). These FTE may be adjusted by mutual
agreement, with prior approval of the County, based on the needs of the program.
4. CORE HDAP SERVICES
A. Alterations to Business Practices Described in This Section
By mutual agreement and with prior approval of the County, WestCare and DSS may adjust any
business practice described in this Core HDAP Services section based on program need, so long
as the revised policies do not conflict with State requirements or obligations to Federal funding
sources. No change in business practice made in accordance with this subsection shall entitle
WestCare to additional compensation, unless ratified through an Amendment to this Agreement.
B. Collaborate & Communicate with DSS, FMCoC, & Community Partners
WestCare shall create and/or maintain partnerships within the FMCoC and with other community
partners to ensure HDAP participants have access to a broad range of supportive services
enabling long-term housing stability and access to supports for mental and physical health.
WestCare shall acknowledge and respond to inquiries from DSS or client landlords within two
business days. WestCare should acknowledge and respond to inquiries relating to HDAP
participants from other FMCoC community partners within three business days. This does not
obligate WestCare to identify a solution or produce a report within these timeframes, but
communication should be frequent and responsive until each individual matter is resolved.
Revised Exhibit A-1
Page 3 of 10
C. Verify Minimum Client Eligibility Requirements
WestCare shall verify and document that households accepted for HDAP services shall have at
least one individual who satisfies all four conditions below.
1. The person is unable to engage in any substantial gainful activity because of a medically-
determinable physical or mental impairment that is expected to result in death, or that has
lasted or is expected to last for a continuous period of at least 12 months. Guidance on
substantial gainful activity and examples of physical and mental impairments are
contained in the Social Security Administration’s Blue Book.
2. The person is not receiving any disability benefits (most common), is not receiving the full
disability benefits for which the person is entitled, or is at risk of losing existing disability
benefits due to difficulties in completing the disability redetermination process.
3. The person has been verified to be chronically homeless or homeless, as defined by HUD
in 24 CFR section 91.5, or is about to be exited from an institution into homelessness.
4. The person’s household meets the low-income criteria under HUD definitions for the fiscal
year in which the person was assessed.
D. Outreach
WestCare shall employ active outreach practices, including establishing and utilizing partnerships
with local homeless outreach teams to seek out and engage with vulnerable individuals
experiencing homelessness in the community, focusing on those individuals with the severest
needs. Outreach activities may be conducted by HDAP staff or may be achieved through
collaboration with other community-based organizations. In addition to identifying HDAP clients
in unserved homeless populations, WestCare may also analyze data describing known homeless
individuals and invite clients into the program based on severity of need.
Outreach to HDAP-eligible populations is a required component of HDAP and WestCare must
ensure and document its occurrence.
E. Referral, Intake, Assessment, & Prioritization
WestCare shall accept referrals for HDAP from the Fresno Madera Continuum of Care (FMCoC)
Coordinated Entry System (CES). Both the referring entity and the prospective client will be
contacted by WestCare within 3 business days and assessment of the prospective client shall
occur within 5 business days (unless the client is incapacitated by injury or incarceration, or
requests a later assessment date).
If WestCare staff have difficulty connecting with the referred client, staff shall promptly inform the
referring entity of the difficulty and enlist FMCoC resources to connect with the referred client.
Once connected, WestCare shall obtain or perform assessments to determine and prioritize the
client’s suitability for HDAP services. Assessments may include, but are not limited to: the
VI-SPDAT, the full SPDAT, and SAMHSA’s SOAR criteria. No single assessment score shall be
utilized to determine acceptance into HDAP.
Revised Exhibit A-1
Page 4 of 10
Instead, WestCare and DSS shall jointly create and adopt a program rubric to standardize the
prioritization process for accepting clients into the program. Factors for consideration shall
include, but are not limited to: assessment scores, duration of homelessness, income, severity of
medical issues, diagnosis of fatal condition, age, and client’s ability to self-resolve issues.
Referrals for clients who do not meet the four minimum eligibility criteria shall be considered
denied. Referrals for assessed clients who meet the four minimum eligibility criteria, but who are
not accepted into HDAP due to prioritization or insufficient program capacity, shall be considered
deferred and the client shall be placed on a waiting list. The list shall be ranked by severity of
need, not assessment date. Clients exited due to loss of contact or institutionalization shall be
placed at the top of the waiting list. Annually, beginning July 1, 2021, the waiting list may be
purged of clients with assessment dates (referred clients) or last-contact dates (exited clients)
older than two years.
WestCare shall document all denial and deferral reasons for clients not admitted into HDAP and
reconnect the clients back to the appropriate person within the CES. All clients not accepted into
HDAP shall be informed of their status and options both verbally and in writing.
In accordance with Housing First principles, WestCare shall ensure HDAP participants may enter
the program with their possessions, partners, and pets. WestCare staff shall adhere to all
components of the Housing First principles referenced on the first page of this document.
WestCare shall ensure clients prioritized into HDAP meet the income requirements for the
program funding their housing assistance. Housing assistance funds may include ESG and
TBRA, which require the recipient to meet 30% and 50% of the Area Median Income, respectively,
in accordance with their program regulations referenced on the first page of this document.
F. Disability Income Advocacy
Responsibilities of Disability Income Advocates
WestCare Disability Income Advocates shall develop an Individualized Service Plan for each
client and assist the client in applying for the following programs or income sources, as
appropriate to each client’s situation:
• Supplemental Security Income (SSI) / State Supplementary Program for the Aged, Blind,
and Disabled (SSP)
• Federal Social Security Disability Insurance (SSDI)
• Cash Assistance Program for Immigrants (CAPI)
• Veterans’ Benefits (in conjunction with a Veterans Affairs accredited representative)
• Medi-Cal, CalFresh, General Relief, or other assistance programs
• Retirement and survivors’ benefits
• Any other Federal or State benefits programs not identified above that an individual may
be eligible to receive.
Disability income advocacy includes completion of the entire disability benefit application.
Advocacy services shall include, but are not limited to:
Revised Exhibit A-1
Page 5 of 10
• Obtaining all relevant documentation from hospitals, medical centers, county offices,
physicians, clinics, employers, case managers, and others to meet the necessary burden
of proof for a client’s disability or eligibility for income.
• Including a summary of findings that points specifically to the evidence in the medical
records, as well as other supporting materials.
• Developing and filing completely prepared documents for applications, appeals,
reconsiderations, reinstatements, and recertifications.
• Coordinating with Federal, State, and County offices for pending applications, appeals,
reconsiderations, reinstatements, and recertifications.
• Advocating on behalf of the HDAP participants.
• Using the SSI/SSDI Outreach, Access, and Recovery (SOAR) model, or a model that
includes SOAR-like principles to complete applications.
• Ensuring that disability applications are submitted with as much evidence as possible so
that the applicant has the best chance of being awarded at the initial application phase
and avoids a long wait time for an appeal hearing.\
• Continuing services until a final decision has been made on a client’s disability claim. If a
claim is denied, the Advocate shall continue with the reconsideration and appeals process.
• Working closely with other HDAP Team members and DSS partner agencies to provide a
smooth and consistent experience for the client.
Consistent with State guidance, WestCare shall continue to pursue an open line of communication
with the local Social Security Administration (SSA) offices with the goal of securing a dedicated
SSA Analyst to process applications for homeless clients.
Administrative Law Judge (ALJ) Stage
When clients reach the ALJ stage of the disability benefits application, the Disability Income
Advocate may connect the client with qualified legal representation provided by experienced
disability benefit attorneys (at no cost to the HDAP participant).
WestCare and DSS shall develop connections and resources in the community for clients needing
support at the ALJ stage. Use of HDAP funds for a client’s disability legal aid is permissible.
Quality Assurance Review
In accordance with State guidance, WestCare shall ensure all applications completed by an
Advocate receive a secondary review from a different staff member prior to submission, to ensure
quality and completeness.
G. Housing-Based Case Management
Responsibilities of Housing-Based Case Managers
Housing-based case management is a required component of HDAP. Housing services shall be
available to participants for the entire length of program enrollment, from date of program entry to
date of exit. WestCare Housing-Based Case Managers shall ensure all clients who desire to be
housed are housed and shall ensure each client stabilizes their housing situation and is able to
maintain the obligations of tenancy.
Revised Exhibit A-1
Page 6 of 10
Upon entry to HDAP, participants shall be assigned to a Housing-Based Case Manager who will
immediately help the client secure temporary housing and arrange for transportation of the client
and their possessions to the temporary facility. Within 30 days, the Housing-Based Case Manager
shall work with the client to create an Individualized Service Plan consistent with the Housing First
philosophy and following evidence-based practices. The plan shall include both short-term and
long-term goals and should be considered a living document with updates made as the client
makes progress. Short term goals for the client should be achievable in 1-2 weeks. All services
shall be offered on a voluntary basis and not contingent upon participation in services.
Case management shall include providing access to wraparound services for individual clients
and their households to ensure their successful transition to independent living (or entry into a
Permanent Supportive Housing program). It shall also include arranging, coordinating,
monitoring, and delivering services necessary to meet the client’s housing needs and attain
housing stability.
Once a client is housed, the Housing-Based Case Manager shall work with the client to maintain
their residence and increase stability in their economic situation, social abilities, mental health,
and physical health. This may include linkages to programs for literacy, vocational training,
education (GED, community college), and job readiness skills (interpersonal and interview skills,
resume preparation, job search assistance). The Housing-Based Case Manager shall also
provide life skills coaching in the areas of interpersonal communication, conflict resolution, money
management, hygiene, meal preparation, nutrition, and other skills necessary for client stability.
Housing Navigation
WestCare shall provide HDAP participants with housing navigation assistance to support them in
finding safe and decent housing that is affordable and sustainable long-term. This obligation may
be fulfilled by HDAP staff or through a partnership with a partner agency or with other WestCare
staff. At all times, the Housing-Based Case Manager must be aware of the client’s housing
situation and progress through the housing navigation process. The Case Manager shall take
appropriate and timely actions to ensure a smooth, timely, and successful housing experience for
the client.
Temporary Housing
Use of motels for emergency shelter is to occur only when no other shelter is available or
appropriate. WestCare shall utilize temporary housing resources identified by DSS such as
Triage, Bridge, and recuperative care facilities. A minimum of 60% of clients shall move from
temporary housing to permanent housing within 60 days of program entry.
Permanent Housing
WestCare shall utilize a variety of appropriate permanent housing solutions to ensure client
stability, including but not limited to: Permanent Supportive Housing, independent living facilities,
board and care facilities, individual apartments, master leasing, other shared housing, and
reunification with family or friends. HDAP funds may be used to modify units to accommodate
accessibility needs and make the units ADA compliant, with prior approval of DSS.
Revised Exhibit A-1
Page 7 of 10
Housing Affordability & Sustainability
The goal for clients is obtaining permanent housing that becomes and remains sustainable for a
minimum of 24 months after program exit. The HDAP Case Manager shall ensure that all HDAP
clients are placed in permanent housing situations that are appropriate for the client’s ability to
provide self-care and will be financially sustainable following the client’s receipt of disability
income benefits.
H. Managing Financial Assistance for Housing
WestCare staff shall work with DSS and DSS partner agencies to coordinate, identify, and provide
housing for all HDAP participants from day of program entry to date of exit. Funding for housing
will be provided through this agreement or DSS partner arrangements. WestCare may be
requested to provide rental assistance payments to landlords and seek reimbursement from DSS
or DSS partner agencies.
Financial assistance for housing must be spent in accordance with the applicable regulations and
contractual obligations for the funding source being utilized. Accurate documentation of
expenditures is expected and WestCare shall ensure costs incurred are non-duplicative,
reasonable, allowable, and necessary. Allowable expenditures may vary by funding source, but
generally include: rent, rental deposits, utilities, utility deposits, and storage. HDAP funding may
be used for limited household furniture and expenses, as well as client-caused damages in excess
of the client’s deposit.
It is understood by WestCare and DSS that use of HDAP funds for motel vouchers is permitted,
but use of motel bed nights shall be limited to extreme circumstances (including medical reasons),
justified in writing, and not last longer than necessary.
I. Landlord Mitigation & Tenant Disputes
WestCare staff shall engage landlords and clients to resolve landlord/client disputes, making use
of mitigation funds as needed for negligence or damages not covered by the client’s deposit.
Housing-based case management shall then intensify and identify sufficient supports to assist the
client in adhering to lease requirements without further cause to use mitigation funds. All efforts
shall be made to keep the client housed prior to changing the client’s permanent housing
placement. WestCare staff shall support clients’ acquisition of cohabitation skills.
J. Care Coordination & Access to Appropriate Physical and Mental Health Services
WestCare staff shall ensure HDAP participants have timely and meaningful access to appropriate
physical and mental health services. If clients are not connected to the necessary health care
providers, HDAP staff will encourage the client to seek treatment for their condition and will assist
the client in selecting an appropriate provider. WestCare staff shall ensure all clients are assisted
with transportation to appointments, daily living skills development, and motivational
encouragement to participate in treatment. WestCare staff shall work together to share knowledge
of each client’s needs, strategize supports and interventions, and provide supportive services.
Revised Exhibit A-1
Page 8 of 10
Consistent with case management best practices, WestCare staff shall meet weekly to briefly
discuss the status of each HDAP client, including the client’s housing situation, mental and
physical health status, and progress towards identified goals. Clients with no week-to-week
progress should be identified and offered additional supportive services.
K. Client Transportation
WestCare staff shall ensure clients have appropriate transportation to medical appointments,
food, laundry facilities, and other relevant locations pertaining to achieving disability income and
housing stability. WestCare staff shall consider the client’s ability, resources, and the importance
of the appointment when determining whether the client may be provided bus token or whether
additional transportation assistance is needed.
L. Transition Planning
HDAP staff shall begin transition planning for clients upon their entry into HDAP, adjusting the
transition plan as the client progresses through the program. Supportive services needed for the
client to live as independently as possible should be put in place quickly. As soon as HDAP staff
determine a disability income application is likely to receive a final denial, the staff shall begin
preparing the client to exit the program and update the transition plan accordingly. Transition plan
components may include, but are not limited to: connecting the client with a different housing
program and referring the client for workforce development services to potentially gain income
through employment. Clients who independently decide not to pursue their application for
disability benefits shall also receive assistance in preparing a transition plan.
M. Supportive Services Following Acquisition of Disability Benefits
WestCare shall provide clients approved for benefits with case management, appropriate housing
financial assistance, linkages, and access to all HDAP program resources until they are exited
from the program. Clients with benefits shall not be exited from the program until they are in
sustainable permanent housing and have demonstrated their ability to independently maintain
housing for several months. WestCare and DSS shall jointly develop additional uniform guidelines
for services provided after the acquisition of disability income benefits.
N. Post-Exit Follow-Up Client Contacts
WestCare shall inform clients prior to exit that they will be contacted at 6, 12, and 24 months after
exit for several follow-up questions about their current housing status. Unless subsequently
absolved of this responsibility by a future statewide solution to collecting post-exit client data,
WestCare staff shall be responsible for attempting contact through both phone and in-person
visits and reporting the results to DSS upon request
5. CLIENT COMPLAINTS
WestCare shall develop and implement a formal process for HDAP clients to make written
complaints about HDAP services provided by WestCare or DSS partner agencies. WestCare staff
may assist the client in writing their complaint upon client request. Records of complaints and
resolutions shall be maintained and shall be open to review by the DSS Analyst.
Revised Exhibit A-1
Page 9 of 10
6. EXITING CLIENTS
Although there is a maximum length of time a client can receive certain Federal funds for
housing, there is no maximum length of time clients may participate in HDAP.
• With Disability Benefits & Stable Housing: Clients may be exited from HDAP once they
have demonstrated the ability to maintain payments for housing, utilities, and food; the
client is able to independently access mental and physical health care services or has
been connected with a service provider to facilitate access; and the HDAP team is
confident the client should be able to maintain their housing for a minimum of 24 months
post-exit.
• Without Benefits (ALJ Denial): Clients who receive a final denial at the ALJ stage shall be
exited from HDAP, ideally to another housing program, within 90 days. If clients cannot
transition to another housing program, they shall be referred to Coordinated Entry.
• To Other Homeless Programs: Clients may be exited immediately to other homeless
services programs at the request of the client.
• Exit by Client Choice: Clients may choose to stop participating in HDAP at any time; the
official exit should occur after one month following the client’s request and after offers to
reenter the program have been made.
• Disengaged & Missing: Clients who cannot be located or contacted for a period in excess
of 6 weeks may be exited from the program. These exited clients shall be placed at the
top of the program’s waitlist using the last date of contact and may receive priority re-
engagement in services if they resurface within two years.
• Extreme Behavior: Clients who repeatedly endanger HDAP staff may be exited from
HDAP if no alternative solutions (including telephone-only visits) or supportive services
can be put in place to ensure the safety of staff. All efforts should be made to resolve
concerns with client safety, including connecting the client with intensive mental health
supports.
• Long-Term Incarceration or Hospitalization: Clients who have entered an institution and
who are expected to remain there in excess of 90 days may be exited from HDAP. HDAP
team shall follow best practices with regards to the client’s possessions. Similar to
disengaged and missing clients, clients exited for this reason shall be placed on the waitlist
and may receive priority re-engagement if they return within two years.
7. DATA COLLECTION, SERVICE DOCUMENTATION, & REPORTING
WestCare shall maintain complete and accurate documentation of client data, service dates,
services provided, and program expenses. One or more HDAP staff shall be assigned the duty of
ensuring compliance with this program requirement. WestCare shall provide complete and
accurate monthly activity reports to DSS, in a report format approved by DSS, by no later than
the 15th of each month. WestCare shall provide additional reports, in formats approved by DSS,
relating to State reporting requirements and DSS Analyst inquiries on an as-needed basis. All
reports and financial reimbursement requests presented to DSS shall be reviewed for accuracy
prior to submission.
Revised Exhibit A-1
Page 10 of 10
8. TRANSITION ASSISTANCE
In the event that WestCare may end their involvement in HDAP, WestCare staff shall work with
DSS and DSS partner agencies to ensure a smooth transition of clients, their records, and data
relevant to State reporting requirements.
9. OUTCOMES
WestCare shall meet the outcomes below. These outcomes may be adjusted by DSS.
• At least 60% of clients who entered the program after July 1, 2020 shall enter permanent
housing within 60 days of program entry.
• At least 50% of individuals who entered the program after July 1, 2020 shall have their
SSI or CAPI application submitted within 100 days of program entry.
• A minimum of 10 unique individuals per fiscal year will be newly approved for disability
benefits.
• A minimum of 4 unique individuals per fiscal year will be newly approved for disability
benefits upon submission of the initial application.
10. SUBRECIPIENT RESPONSIBILITIES
• Provide services as described above.
• Achieve and maintain an active caseload of at least 50 HDAP households.
• WestCare shall provide annual Civil Rights training to their staff in the beginning of every
calendar year and will provide relevant proof to the County of Fresno by April 1.
• Ensure that mental health and substance abuse treatment resources WestCare provides
through other programs are available to eligible HDAP clients and ensure that clients are
actively linked to appropriate supportive services.
• Track all disability benefits application data in the SOAR Online Application Tracking
(OAT) database, or another data application approved by DSS.
• Enter all clients approved for HDAP into the FMCoC Homeless Management Information
System (HMIS) project for HDAP.
• Ensure all required data is entered timely into the system(s) of record.
• Work with DSS to modify data entry practices, reports, business processes, or other
program components as requested.
• Meet regularly with DSS and DSS partner agencies.
12. COUNTY RESPONSIBILITIES
• Provide DSS Analyst support to the HDAP program, including, but not limited to this
agreement.
• Work with WestCare to resolve difficulties and make program improvements.
Revised Exhibit B-1
Page 1 of 2
BUDGET SUMMARY
ORGANIZATION: WestCare California, Inc.
SERVICES: Housing & Disability Advocacy Program
BUDGET TERMS: September 11, 2018 to June 30, 2020 (Years 1 & 2)
July 1, 2020 to June 30, 2021 (Year 3)
July 1, 2021 to June 30, 2022 (Optional Year 4)
CONTRACT AMOUNTS: $1,770,204 MAXIMUM COMPENSATION TOTAL
$750,000 Maximum for Years 1 & 2
$510,102 Maximum for Year 3
$510,102 Maximum for Optional Year 4
ELIGIBLE EXPENSES FOR YEARS 1 & 2 AMOUNT
Housing Assistance Emergency Shelter Motel Vouchers Rapid Rehousing Financial Assistance Rental Assistance Security Deposits Utility Assistance Utility Deposits Moving Costs Storage Costs Household Supplies & Furniture Landlord Mitigation Housing Assistance Subtotal $ 400,000
Staffing & Office Expenses Disability Benefits Advocacy Housing-Based Case Management Direct Office Expenses Staffing & Office Expenses Subtotal $ 300,000
Administration $ 50,000
TOTAL MAXIMUM COMPENSATION FOR TERM $ 750,000
Revised Exhibit B-1
Page 2 of 2
ELIGIBLE EXPENSES FOR YEAR 3 AMOUNT
Staffing HDAP Team Lead Disability Income Advocates (minimum 2.0 FTE) Housing-Based Case Managers (minimum 2.0 FTE) Staffing Subtotal $ 360,000
Housing Assistance & Client Expenses Emergency Shelter Motel Vouchers Landlord Mitigation Household Supplies & Furniture Other Housing Assistance (Rent, Utilities, Deposits, Etc.) Client Expenses (Birth Certificate Fees, Legal Aid, Etc.)
Housing Assistance & Client Expenses Subtotal $ 64,395
Direct Program, Office, & Vehicle Expenses $ 50,000
Administration @ 7% $ 35,707
TOTAL MAXIMUM COMPENSATION FOR TERM $ 510,102
ELIGIBLE EXPENSES FOR OPTIONAL YEAR 4 AMOUNT
Staffing HDAP Team Lead Disability Income Advocates (minimum 2.0 FTE) Housing-Based Case Managers (minimum 2.0 FTE) Staffing Subtotal $ 360,000
Housing Assistance & Client Expenses Emergency Shelter Motel Vouchers Landlord Mitigation Household Supplies & Furniture Other Housing Assistance (Rent, Utilities, Deposits, Etc.) Client Expenses (Birth Certificate Fees, Legal Aid, Etc.)
Housing Assistance & Client Expenses Subtotal $ 64,395
Direct Program, Office, & Vehicle Expenses $ 50,000
Administration @ 7% $ 35,707
TOTAL MAXIMUM COMPENSATION FOR TERM $ 510,102