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HomeMy WebLinkAboutCM Downtown Streets Team ExpansionSAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 5.c Meeting Date: January 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Manager's Office Prepared by: Andrew Hening, City Manager Approval: Director of Homeless Planning & Outreach TOPIC: DOWNTOWN STREETS TEAM SERVICES ALONG THE MAHON CREEK TRAIL AND AT DAVIDSON MIDDLE SCHOOL SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES OUTSIDE OF THE DOWNTOWN CORE AREA TO EXTEND THE TERM BY SIX MONTHS AND TO PROVIDE FOR ADDITIONAL COMPENSATION IN AN AMOUNT NOT TO EXCEED $12,500 RECOMMENDATION: Adopt Resolution authorizing the City Manager to extend an agreement with the Downtown Streets Team for additional services outside the Downtown Core. BACKGROUND: On April 18, 2016, staff presented the 2016 Homeless Subcommittee Goals & Objectives. Topping the list of Objectives, the Homeless Subcommittee has sought to "support homeless -related housing and service programs, primarily for those individuals and families who live in or are from Marin County, particularly San Rafael" and to "eliminate the negative impact of the `street population' particularly in Downtown, at the library, in local parks/open space and in areas adjacent to local schools." In our efforts to address both objectives simultaneously, since their launch in San Rafael in July of 2013, the Downtown Streets Team has been a critical resource for helping people experiencing homelessness regain self-sufficiency while also providing volunteer opportunities to improve and beautify our local community. Nearly 70 people have graduated from the program into employment, and Team Members have provided over 35,000 hours of volunteer beautification and outreach services in San Rafael. In the fall and early winter of 2015, there was growing concern from the community about the negative impacts from homelessness at and around Davidson Middle School. Parents and children were routinely observing trash and drug paraphernalia at and around the school, there had been break-ins, illegal camping, and drug use at the school's community garden, and many parents and students reported being approached in an inappropriate or unwelcomed manner on their way to school. FOR CITY CLERK ONLY File No.: 4-3-543 Council Meeting: 01/17/2017 Disposition: Resolution 14264 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 As a result of a series of community meetings, on December 21, 2015, the City Council approved a new $25,000 contract with the Downtown Streets Team for cleanup and outreach services outside of the Downtown Core (the original Downtown Streets Team contract provided for a scope of services addressing the area south of Mission Avenue, north of 2nd Street, west of highway 101, and east of E Street). The agreement for the Downtown Core covers food and housing vouchers for the Team members as well as administrative costs. With those administrative costs covered, the full amount of the expanded contract is for food and housing vouchers to expand the number of positions on the Team. By all measures, the expansion has been a success. Within a few short weeks, Downtown Streets Team had provided outreach to all of the individuals camping along the Mahon Creek Trail, as well as around the school, and through that outreach people either changed where they were sleeping or they took better care of their campsites, making sure to clean up and vacate the area prior to students and parents arriving for school. The City has received hardly any negative feedback about the area since the contract began. Since the Director of Homeless Planning & Outreach started in early March of 2016, he has only received one comment about the program. A local parent was concerned that there had been an uptick in negative behavior near the Tennis Courts at Albert Park. When the Director reached out to Downtown Streets Team, he learned that the crew's manager had been having difficulty with his vehicle, and thus the crew had to start an hour later. After the team lead's vehicle was fixed and the regular schedule was resumed, the area immediately improved. This speaks to how critical it is that the City remains vigilant about maintaining successful interventions like this. As the Principal at Davidson Middle School Bob Marcucci noted, "I would have to say that I think the Downtown Streets Team's work in the Mahon Creek/Albert Park/DMS area has made a huge difference. Since their work began, we have had zero complaints from students or families about homeless on the way to school. The litter and other things are greatly improved. The DST has also been helping sweep through our school garden which makes it so much safer for students that work back there and used to find all kinds of inappropriate things left behind by campers. I would love to continue the partnership with DST and the City of San Rafael." The attached resolution approves an agreement amendment to extend the Davidson and Mahon Creek contract an additional six months with appropriate additional compensation. This will allow for the scope of work in this contract to be weighed and considered with the overall annual Downtown Streets Team contract that has historically been reviewed in June/July, thus resulting in one overall contract. COMMUNITY OUTREACH: In addition to speaking with staff at Davidson Middle School, City staff reached out to local community groups representing the original stakeholders that had urged for action on this issue. The B Team, for example, which is a community group living in and around Gerstle Park, provided feedback about the expanded contract, and they also helped solicit feedback through social media. FISCAL IMPACT: The not -to -exceed cost of the additional agreement is $12,500. There are sufficient resources appropriated in the Homeless Initiative program within the General Fund to support this agreement. OPTIONS: The City Council has the following options to consider on this matter: 1) Adopt the Resolution authorizing a six-month extension of the agreement with the Downtown Streets Team. 2) Request changes to the Resolution. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 3) Reject the Resolution. RECOMMENDED ACTION: Adopt Resolution. ATTACHMENTS: Resolution of the San Rafael City Council Authorizing the City Manager to Execute an Amendment to the Agreement with the Downtown Streets Team for Services Outside of the Downtown Core Area to Extend the Term By Six Months and to Provide for Additional Compensation in an Amount Not to Exceed $12,500 RESOLUTION NO. 14264 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES OUTSIDE OF THE DOWNTOWN CORE AREA TO EXTEND THE TERM BY SIX MONTHS AND TO PROVIDE FOR ADDITIONAL COMPENSATION IN AN AMOUNT NOT TO EXCEED $12,500 WHEREAS, since 2013, the City of San Rafael has worked in partnership with Downtown Streets, Inc. to implement a volunteer work experience program for homeless persons, called the "Downtown Streets Team," in Downtown San Rafael; and WHEREAS, in January 2016, the City entered into an "Agreement for Professional Services with the Downtown Streets Team for Services Outside of the Downtown Core Area" dated January 1, 2016 (the "Agreement"), to expand the services of the Downtown Streets Team outside of the core Downtown area during a one (1) year term; and WHEREAS, the work of the Downtown Streets Team outside of the core Downtown area has been valuable and beneficial to the quality of life in the areas receiving services; and WHEREAS, the City Council wishes to continue its agreement with Downtown Streets, Inc. for services outside of the core Downtown area for an additional period of six months; and WHEREAS, the City Council has waived competitive bidding with respect to this Agreement, pursuant to San Rafael Municipal Code Section 2.55.070(D), based upon the prior experience that the Downtown Streets Team has gained in performing similar services for the City since July 1, 2013, their ability to seamlessly continue such services for the City, and the lack of other qualified organizations that can effectively operate a similar program in the City; and WHEREAS, there is sufficient funding in the homeless initiatives program within the City's General Fund to support the extension of the work of the Downtown Streets Team outside of the core Downtown area. NOW, THEREFORE, BE IT RESOLVED, that the San Rafael City Council hereby approves and authorizes the City Manager to execute, on behalf of the City of San Rafael, an amendment to the Agreement, in a form to be approved by the City Attorney, to provide for a six-month extension of the term, and additional compensation for services during the extended term in an amount not to exceed $12,500. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Tuesday the 17th day of January, 2017, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES OUTSIDE OF THE DOWNTOWN CORE AREA This Amendment to Professional Services Agreement is made and entered into as of the / V-rw day of V�i,v vta 0/ , 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Downtown Streets, Inc., a 501(c)(3) corporation DBA the Downtown Streets Team (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY and CONTRACTOR entered into an "Agreement for Professional Services with the Downtown Streets Team for Services Outside of the Downtown Core Area" dated January 1, 2015 (the "Agreement"), for a volunteer work experience program for homeless persons to provide clean up and outreach services teams outside of the core Downtown area during a one (1) year term; and WI IEREAS, CONTRACTOR has proven expertise to manage a volunteer work program in partnership with the CITY, and CITY continues to have a need for the services provided by CONTRACTOR beyond the term of the Agreement; and WHEREAS, CITY and CONTRACTOR wish to extend the term of the Agreement for an additional period of six (6) months; WHEREAS, CITY has waived competitive bidding with respect to this Agreement pursuant to San Rafael Municipal Code Section 2.55.070(D), based upon the prior experience that the Downtown Streets Team has gained in performing similar services for the City in the Downtown core area since July 1, 2013, their ability to seamlessly expand services to outside the Downtown core area, and the lack of other qualified organizations that could effectively operate a similar program; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby amend the Agreement as follows: 1. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation to CONTRACTOR in the amount of $12,500 for services during an extended Agreement Term of six (6) months, thereby increasing the compensation payable under the AGREEMENT to a total amount not to exceed $37,500. 1 y -3-,G 13 2. Section 5 of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended to extend the term of the Agreement by an additional six (6) months, from January 1, 2017 through June 30, 2017. 3. Except as specifically amended herein, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment as of the day, month, and year first above written. CITY OF SAN RAFAEL 4-t JIMTZ, City ana r FEN 11190 9 AZ it 4-- - /&zeA,,.— ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: LoP ROBERT F. EPSTEIN, Ci Attorne 2 CONTRACTOR By: Name: fl, 14etA cknaCa 5 OCA Title: f M5 at,4 _ 6 C CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTME � ii , v6 :' MANAGER: Contracting Department: City Manager -Homeless Planning and Outreach Project Manager: Andrew Hening Extension: 3055 Contractor Name: Downtown Streets Team, Inc. Contractor's Contact: Elfreda Strydom Contact's Email: Elfreda@streetsteam.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor COMPLETED REVIEWER DATE b. Email contract (in Word) & attachments to City Click here to Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 1/6/2017 and return to Project Manager b. Confirm insurance requirements, create Job on 1/6/2017 PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Public Works Contract > $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED REVIEWER DATE Check/Initial Click here to ❑ enter a date. 1/6/2017 AH C 1/6/2017 'X] LG 1/6/2017 EXI LG Click here to ❑ enter a date. ❑ N/A AH Or 0 1/17/2017 3/0-h-7 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 1/17/2017 From: Andrew Hening Department: City Manager's Office Date: 1/6/2017 Topic: DOWNTOWN STREETS TEAM SERVICES ALONG THE MAHON CREEK TRAIL AND AT DAVIDSON MIDDLE SCHOOL Subject: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXTEND AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SIX -MONTHS FOR SERVICES OUTSIDE OF THE DOWNTOWN CORE AREA IN AN AMOUNT NOT TO EXCEED $12,500 Type: ❑ Resolution ❑ Ordinance ® Professional Services Agreement ❑ Other: /_A1»:ZS]�/_AT4� ® Finance Director Remarks: MM - approved with minor edit to staff report and comments/suggested edits to resolution. ® City Attorney Remarks: LG -Approved 1/06/17 with revisions as shown. ® Author, review and accept City Attorney / Finance changes Remarks: AH - changes incorporated M City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: