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HomeMy WebLinkAboutCM Downtown Streets Team 2017-18SAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 5.d Meeting Date: June 19, 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 SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES IN FISCAL YEAR 2017-2018, IN AN AMOUNT NOT TO EXCEED $125,000 RECOMMENDATION: Adopt Resolution authorizing the City Manager to enter an agreement with the Downtown Streets Team for services in fiscal year 2017-2018. BACKGROUND: On May 1, 2017, staff presented the 2017-2018 Homeless Subcommittee Goals & Objectives to the City Council. The top goals for fiscal year 2017-2018 are: - End chronic and veteran homelessness - Decrease the overall number of people experiencing homelessness in San Rafael - Improve the quality of life for all residents - Decrease community concern about homelessness as measured by annual public opinion surveys Since first launching a branch in San Rafael in July of 2013, Downtown Streets Team has been a critical resource for helping the City accomplish all four of these goals. Through their award-winning work experience model, Downtown Streets Team has helped people experiencing homelessness regain self-sufficiency while also providing volunteer opportunities to improve and beautify our local community. Over 70 people have graduated from the program into employment, and Team Members have provided over 50,000 hours of volunteer beautification and outreach services in San Rafael. The original contract with Downtown Streets Team provided for 12 Team Member slots (Downtown Streets Team estimates that approximately three people move through each slot each year). After blowing away the initial job and volunteer hour targets, every successive year the City has raised the bar, and every successive year Downtown Streets Team has delivered. FOR CITY CLERK ONLY File No.: 4-3-543 Council Meeting: 06/19/2017 Disposition: Resolution 14351 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 2 San Rafael Contract Requirements Year 1 (FY13-14) Year 2 (FY14-15) Year 3 (FY15-16) Year 4 (FY16-17) San Rafael Target - Jobs 8 15 20 25 Actual -Jobs 23 22 16 17 San Rafael Target - Volunteer Hours 8700 12,000 12,444 15,488 Actual - Volunteer Hours 12458 16031 14333 13712 * The employment metrics for FY15-16 were heavily impacted by both the original Project Manager and Employment Specialist leaving mid -year. In order to expand their impact, Downtown Streets Team has dramatically expanded their footprint, both in San Rafael and Marin County overall. In San Rafael, Downtown Streets Team continues to clean Downtown, they have expanded to clean the West End, the Mahon Creek Trail, Davidson Middle School, they have earned income contracts with multiple businesses in East San Rafael, and they regularly provide on-call services for the City and residents alike. Outside of San Rafael, Downtown Streets Team has projects in Mill Valley and Novato. In addition to the work experience program, Downtown Streets Team has been a critical partner in moving the Marin Mobile Care mobile shower program forward. They have agreed to operate the mobile showers as a social enterprise for their Team Members, and their involvement in the planning process has been critical to the City's efforts to execute the Ritter Center Memorandum of Understanding to relocate Downtown services. As always, Downtown Streets Team has also remained committed to changing the community's perception about homelessness in San Rafael. This year Downtown Streets Team launched the "Put Your Change to Work" campaign to address panhandling in the Downtown, they coordinated multiple speaking events at local schools, they hosted Marin's first "poverty simulation," and they partnered with the Chamber of Commerce on the "Cleaning up Myths about Homelessness" event. There are three major changes to the Downtown Streets Team contract for fiscal year 2017 — 2018: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 3 The funding and responsibilities allocated between the Davidson Middle School expansion contract and the regular Downtown contract have been combined into one master contract for fiscal year 2017-2018. 2. To accommodate the variety of ways the City has historically partnered with Downtown Streets Team, the Scope of Services (Attachment A) stipulates that the Downtown Streets Team Project Manager and the City's Director of Homeless Planning & Outreach will meet on a regular basis to determine the appropriate flexible deployment of Team Member services (e.g. Downtown, East San Rafael, Davidson Middle School, Mahon Creek Trail, mobile shower services). This flexible deployment will ensure real-time responsiveness to community needs. 3. The San Rafael team was Downtown Streets Team's first branch outside of Santa Clara County. When originally negotiating their contract with the City, Downtown Streets Team's Executive Director Eileen Richardson expressed a belief that over time the program would become financially independent as a result of local fundraising efforts. For the past four years this has remained an informal commitment, but in this year's contract there is an explicit requirement that Downtown Streets Team report on earned income opportunities (Reporting tool attached as Attachment B) that will offset the City's financial obligations in fiscal year 2018-2019 while maintaining the same level of service our community has come to expect. Part of the challenge historically has been the loss of other institutional funders. FISCAL IMPACT: The not -to -exceed cost of this agreement is $125,000. There are sufficient resources appropriated in the Homeless Initiative program within the City's Fiscal Year 2017-2018 General Fund Operating Budget to support this agreement. OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt the Resolution authorizing the City Manager to enter into an agreement with the Downtown Streets Team. 2. Request changes to the Resolution. 3. Reject the Resolution. RECOMMENDED ACTION: Adopt Resolution. ATTACHMENTS: A. Scope of Services B. City of San Rafael Reporting Template C. Resolution of the San Rafael City Council Authorizing the City Manager to Enter Into an Agreement with the Downtown Streets Team for Services in Fiscal Year 2017-2018 in an Amount Not to Exceed $125,000 Funding Sources Year 1 (FY13-14) Year 2 (FY14-15) Year 3 (FY15-16) Year (FY16-17) City of San Rafael - Downtown $47,000 $82,000 $112,500 $100,000 City of San Rafael - Outside of Downtown $0 $0 $12,500 $25,000 Institutional County of Marin County of Marin - Novato $25,000 $0 $100,000 $0 $125,000 $150,000 $0 $25,000 Funders Marin General $100,000 $10,000 $0 $0 Kaiser Permanente $50,000 $30,000 $0 $0 Sutter $0 $0 $10,000 $0 Marin Community Foundation $50,000 $50,000 $50,000 $0 FISCAL IMPACT: The not -to -exceed cost of this agreement is $125,000. There are sufficient resources appropriated in the Homeless Initiative program within the City's Fiscal Year 2017-2018 General Fund Operating Budget to support this agreement. OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt the Resolution authorizing the City Manager to enter into an agreement with the Downtown Streets Team. 2. Request changes to the Resolution. 3. Reject the Resolution. RECOMMENDED ACTION: Adopt Resolution. ATTACHMENTS: A. Scope of Services B. City of San Rafael Reporting Template C. Resolution of the San Rafael City Council Authorizing the City Manager to Enter Into an Agreement with the Downtown Streets Team for Services in Fiscal Year 2017-2018 in an Amount Not to Exceed $125,000 RESOLUTION NO. 14351 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES IN FISCAL YEAR 2017-2018, IN AN AMOUNT NOT TO EXCEED $125,000 WHEREAS, on February 19, 2013, the San Rafael City Council authorized the City Manager to enter into an agreement with Downtown Streets, Inc. to implement a volunteer work experience program for homeless persons called the "Downtown Streets Team"; and WHEREAS, the City has renewed the agreement for the operation of the Downtown Streets Team each year since 2013, and desires to continue the program in the 2017-2018 fiscal year; and WHEREAS, there are sufficient funds in the Homeless Initiative Program within the City's Fiscal Year 2017-2018 General Fund Operating Budget to support the proposed contract; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby approves and authorizes the City Manager to execute, on behalf of the City of San Rafael, an agreement, in an amount not to exceed $125,000 and in a form to be approved by the City Attorney, for services with Downtown Streets, Inc., dba Downtown Streets Team, to conduct the fifth year of a volunteer work experience program for homeless persons that incorporates the Scope of Services for Fiscal Year 2017-2018 attached hereto as Exhibit A and incorporated herein by reference; and BE IT FURTHER RESOLVED, that the City Council hereby waives 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 could effectively operate a similar program in the City. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the 1 foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday the nineteenth day of June, 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 2 AGREEMENT FOR IMPLEMENTATION AND MANAGEMENT OF A VOLUNTEER WORK PROGRAM SERVING THE HOMELESS (The Downtown Streets Team) THIS AGREEMENT is made and entered into this�2-9tt day of �-•^�- • 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Downtown Streets, Inc., a 501(c)(3) organization (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the 2017 Marin County Homeless Point -in -Time Count indicated there were 1,117 homeless persons in the County, including 318 homeless people in San Rafael; and WHEREAS, the CITY, the Downtown Business Improvement District and other members of the community desire to assist persons experiencing homelessness to rebuild their lives and engage in a meaningful contribution to the San Rafael community; and WHEREAS, the CONTRACTOR has the experience and expertise to implement and manage a volunteer work experience program in partnership with the CITY, its business community and local non profits that serve the homeless; and WHEREAS, the CITY entered into an agreement with the CONTRACTOR in June 2013 to implement and manage a volunteer work program for persons experiencing homelessness, called "The Downtown Streets Team"; and WHEREAS, the CITY has in subsequent years entered into successive agreements with the CONTRACTOR for management of the Downtown Streets Team program; and WHEREAS, the CITY now desires to enter into an agreement with CONTRACTOR to implement and manage the Downtown Streets Team program for fiscal year 2017-2018; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The CITY's Director of Homeless Planning & Outreach is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Logan McDonnell is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR for any reason; the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR CONTRACTOR shall perform the duties and/or provide services as described in Exhibit "A" attached and incorporated herein. 3. DUTIES OF CITY CITY shall cooperate with CONTRACTOR in the performance of this Agreement and shall compensate CONTRACTOR as provided herein. 4. COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR an amount NOT to exceed $125,000, including the cost of local business license taxes as described in Section 20. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT The term of this Agreement shall commence on July 1, 2017 and shall end on June 30, 2018. 6. TERMINATION A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon ten (10) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination notice, to the reasonable satisfaction of the party giving such notice, within thirty (30) days of the receipt of said notice. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents described in paragraph 7 below, shall be delivered to CITY as soon as possible, but not later than thirty (30) 2 days after termination. 7. OWNERSHIP OF DOCUMENTS The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents directly related to CONTRACTOR'S performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A comprehensive general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate for death, bodily injury, personal injury, or property damage; 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less 3 than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. The insurance coverage required of the CONTRACTOR by section 10. A. shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 01 0413. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance 4 proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City 5 Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. 14. NO THIRD PARTY BENEFICIARIES CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY: Andrew Hening, Director of Homeless Planning & Outreach City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael CA 94915-1560 TO CONTRACTOR: Ms. Eileen Richardson, Executive Director Downtown Streets Team 1671 The Alameda Suite 306 San Jose, CA 95126 N 16. INDEPENDENT CONTRACTOR For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. WAIVERS The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 19. COSTS AND ATTORNEY'S FEES The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 7 20. CITY BUSINESS LICENSE/OTHER TAXES CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code. CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CONTRACTOR's taxpayer identification number is 20-52423301 and CONTRACTOR certifies under penalty of perjury that said taxpayer identification number is correct. 21. APPLICABLE LAW The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ,T` City Manager r , ATTEST: hsttz;�- ,ems, City Clerk APPROVED AS TO FORM: L-0 City Attorney CONTRACTM r B: Y Name: -F, I P 2r Q t c- ni .►-r'ko-n Title: E- C -F -(D 0 EXHIBIT A SCOPE OF SERVICES FOR FISCAL YEAR 2017-18 Programs and Services covered under this contract: Operation of San Rafael Downtown Streets Team: A. Contractor will continue the Volunteer Work Experience Program, and will coordinate with the City of San Rafael on project specifics. B. Contractor will continue the Downtown Streets Team "Workforce Development Program" launched in 2013 in San Rafael. C. The program will create volunteer work experience opportunities for homeless persons (hereinafter "Team Members"). D. Contractor will provide support services to assist Team Members in transitioning to permanent employment. Such services may include: job search classes and personalized job search support, employment development, developing internship placements, developing mentor opportunities, and case management for employment related activities. E. Contractor will support Team Members to graduate to other community programs. F. Contractor will work closely with case managers at partner agencies including Ritter Center, St. Vincent's, the Community Action Marin Care Team(s), Homeward Bound, and the Marin Employment Connection to assure services to individual Team Members are coordinated. G. Contractor will conduct outreach to businesses in order to expedite hiring processes for Team Members. H. Contractor will provide monthly progress reports using a template provided by the City. Contractor's Project Manager will meet with the Director of Homeless Planning & Outreach on a monthly basis, during which time both parties will discuss the most appropriate deployment sites for Downtown Streets Team's services (e.g. Downtown, East San Rafael, Davidson Middle School, Mahon Creek Trail, mobile shower services). J. Contractor will work to develop sustainable funding streams to offset City financial contributions in FY 18-19. Downtown Streets Team Program Objectives: 1) Employment Outcomes a. At least 25 Team Members will obtain permanent employment during FY 17-18. b. 100% of such Team Members will retain employment for at least three (3) months. C. 75% of such Team Members retaining employment for at least three (3) months will then retain employment for six (6) months. d. 50% such Team Members retaining employment for at least three (3) months will then retain employment for twelve (12) months. 9 ?) Work Experience Outcomes a. Team Members will perform 16,000 hours of cleanup work in San Rafael as directed by the City. b. Team Members will remove blight from areas throughout San Rafael as demonstrated by before and after photos. 3) Community Relationship Outcomes a. Contractor will work to improve business and community perceptions of homeless persons. 4) Team Member Growth Outcomes a. Contractor will conduct quarterly anonymous surveying to collect self-reported data from Team Members. i. 50% of Team Members with a mental health condition will seek out or remain in treatment. ii. 50% of Team Members with a substance abuse issue will seek out or remain in treatment. iii. 50% of Team Members who have had an interaction with law enforcement/the criminal justice system will have reduced or zero interactions after joining the team. iv. 75% of Team Members will feel respected and heard by staff. V. 75% of Team Members will report improved self-esteem and feelings of self- worth. vi. Contractor will provide quarterly housing status data on Team Members. vii. Contractor will provide quarterly residency data on Team Members. 5) Financial Sustainability Outcomes a. Contractor will develop earned income opportunities to maintain a consistent level of service for FY 18-19 while beginning to offset the City's current financial contributions. 10 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 DEPARTMENT PROJECT MANAGER: Contracting Department: City Manager's Office Project Manager: Andrew Hening Extension: 3055 Contractor Name: Downtown Streets Team Contractor's Contact: Logan McDonnell Contact's Email: Logan@streetsteam.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 6/9/17 0 b. Email contract (in Word) & attachments to City AH Atty c/o Laraine.Gittens@cityofsanrafael.org 0 2 City Attorney a. Review, revise, and comment on draft agreement 6/9/2017 0 and return to Project Manager 6/9/2017 ❑x b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to 6/12/2017 0 contractor for their signature 4 Project Manager When necessary, * contractor -sinned agreement ❑ N/A AH agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑X Public Works Contract > $125,000 6/19/2017 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 ! Q� agreement 7 City Attorney Review and approve insurance in PINS, and bonds 6/2T// ,7 Q [J (for Public Works Contracts) n� 8 City Manager/ Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and G 3r->( (i forwards copies to Project Manager (I g!� EXHIBIT A SCOPE OF SERVICES FOR FISCAL YEAR 2017-18 Programs and Services covered under this contract: Operation of San Rafael Downtown Streets Team: A. Contractor will continue the Volunteer Work Experience Program, and will coordinate with the City of San Rafael on project specifics. B. Contractor will continue the Downtown Streets Team "Workforce Development Program" launched in 2013 in San Rafael. C. The program will create volunteer work experience opportunities for homeless persons (hereinafter "Team Members"). D. Contractor will provide support services to assist Team Members in transitioning to permanent employment. Such services may include: job search classes and personalized job search support, employment development, developing internship placements, developing mentor opportunities, and case management for employment related activities. E. Contractor will support Team Members to graduate to other community programs. F. Contractor will work closely with case managers at partner agencies including Ritter Center, St. Vincent's, the Community Action Marin Care Team(s), Homeward Bound, and the Marin Employment Connection to assure services to individual Team Members are coordinated. G. Contractor will conduct outreach to businesses in order to expedite hiring processes for Team Members. H. Contractor will provide monthly progress reports using a template provided by the City. I. Contractor's Project Manager will meet with the Director of Homeless Planning & Outreach on a monthly basis, during which time both parties will discuss the most appropriate deployment sites for Downtown Streets Team's services (e.g. Downtown, East San Rafael, Davidson Middle School, Mahon Creek Trail, mobile shower services). Contractor will work to develop sustainable funding streams to offset City financial contributions in FY 18-19. Downtown Streets Team Program Obiectives: 1) Employment Outcomes a. At least 25 Team Members will obtain permanent employment during FY 17-18. b. 100% of such Team Members will retain employment for at least three (3) months. 75% of such Team Members retaining employment for at least three (3) months will then retain employment for six (6) months. d. 50% such Team Members retaining employment for at least three (3) months will then retain employment for twelve (12) months. 2) Work Experience Outcomes a. Team Members will perform 16,000 hours of cleanup work in San Rafael as directed by the City. b. Team Members will remove blight from areas throughout San Rafael as demonstrated by before and after photos. 3) Community Relationship Outcomes a. Contractor will work to improve business and community perceptions of homeless persons. 4) Team Member Growth Outcomes a. Contractor will conduct quarterly anonymous surveying to collect self-reported data from Team Members. i. 50% of Team Members with a mental health condition will seek out or remain in treatment. ii. 50% of Team Members with a substance abuse issue will seek out or remain in treatment. iii. 50% of Team Members who have had an interaction with law enforcement/the criminal justice system will have reduced or zero interactions after joining the team. iv. 75% of Team Members will feel respected and heard by staff. V. 75% of Team Members will report improved self-esteem and feelings of self-worth. vi. Contractor will provide quarterly housing status data on Team Members. vii. Contractor will provide quarterly residency data on Team Members. 5) Financial Sustainability Outcomes a. Contractor will develop earned income opportunities to maintain a consistent level of service for FY 18-19 while beginning to offset the City's current financial contributions. Downtown Streets Team Reporting FY17-18 Metric J� Ail I .-IILVVAI IN L7-4..- August September October November December January February March April May June YTD Annual Target Achieved New Jobs Attach separate Word 0 February March Jobs Lost before 3 May 0 Improve community June Months Annual Target Achieved % of Team Members Net Jobs Lasting More 0 0 0 0 0 0 0 0 0 0 0 0 0 25 Pending than 3 Months Before and after Doc with before and Doc with before and Doc with before and Doc with before and Current 6 Month Doc with before and #DIV/0! 75% Pending Retention Rate Attach separate Word Doc Attach separate Word Doc Attach separate Word impact of cleanup after pictures of Current 12 Month after pictures of #DIV/0! 50% Pending Retention Rate Doc with before and after with before and after with before and after with before and after Doc with before and after with narrative of Employers Pending experiencing community outreach community outreach community outreach community outreach community outreach community outreach pictures of significant Metric july August September October November December January February March April May June YTD Annual Target Achieved Cleanup services in significant cleanup significant cleanup significant cleanup significant cleanup San Rafael as significant cleanup 0 16,000 Pending measured by hours of activities activities Marin volunteer service Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word January February March April May June Improve community June YTD L(Avg) Annual Target Achieved % of Team Members Attach separate Word Attach separate Word Doc Attach separate Word Doc Attach separate Word Doc Attach separate Word Before and after Doc with before and Doc with before and Doc with before and Doc with before and Doc with before and Doc with before and Doc with before and Attach separate Word Attach separate Word Attach separate Word Doc Attach separate Word Doc Attach separate Word Doc Attach separate Word impact of cleanup after pictures of after pictures of after pictures of after pictures of after pictures of after pictures of after pictures of Doc with before and after with before and after with before and after with before and after Doc with before and after with narrative of Qualitative evidence of Pending experiencing community outreach community outreach community outreach community outreach community outreach community outreach pictures of significant pictures of significant pictures of significant pictures of significant pictures of significant community outreach improvements community outreach services significant cleanup significant cleanup significant cleanup significant cleanup significant cleanup significant cleanup significant cleanup activities activities activities activities activities activities Marin cleanup activities cleanup activities cleanup activities cleanup activities cleanup activities condition have sought activities activities activities activities activities activities activities #DIV/0! 50% Pending out or remained in Metric Muly August September October November December January February March April May June Improve community June YTD L(Avg) Annual Target Achieved % of Team Members perceptions of men Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Attach separate Word Doc Attach separate Word Doc Attach separate Word Doc Attach separate Word and women Doc with narrative of Doc with narrative of Doc with narrative of Doc with narrative of Doc with narrative of Doc with narrative of Doc with narrative of Doc with narrative of with narrative of with narrative of with narrative of Doc with narrative of experiencing community outreach community outreach community outreach community outreach community outreach community outreach community outreach community outreach community outreach community outreach community outreach community outreach homelessness in activities activities activities activities activities activities activities activities activities activities activities activities Marin condition have sought YTD I Annual Target I Achieved Qualitative evidence ofPending l improvements November December January February March April Metric muly Au ust September October May June YTD L(Avg) Annual Target Achieved % of Team Members with a mental health #DIV/0! condition of Team Members with a mental health condition have sought #DIV/0! 50% Pending out or remained in treatment % of Team Members with a substance #DIV/0! abuse issue of Team Members with a substance abuse issue who sought out or #DIV/0! 50% Pending remained in treatment % of Team Members who had an interaction with law enforcement over the past year % of Team Members who have had reduced or zero interactions with law enforcement after joining the team % of Team Members who feel respected and heard by staff % of Team Members who have an improved sense of self-esteem and self- worth ■ Liter Eme Tran! Perrr (WITF Perrr (WI Metric July AMEN —St September October 'r6CI •' • ' • November December • : ' • January • , • ' • • • February March • • • #DIV/0! #DIV/0! 50% Pending #DIV/0! 75% Pending #DIV/0! 75% Pending April April May June YTD(Avg) Annual Target Achieved Metric muly A9&U- st September October November December January February March 3Ily homeless/ nsheltered #DIV/0! I #DIV/0! Metric July AMEN —St September October 'r6CI •' • ' • November December • : ' • January • , • ' • • • February March • • • April April May June YTD(Avg) Annual Target Achieved Metric muly A9&U- st September October November December January February March 3Ily homeless/ nsheltered #DIV/0! I #DIV/0! #DIV/0! rgency Shelter #DIV/0! itional Housing #DIV/0! anent Housing OUT supportive #DIV/0! services) anent Housing rH supportive #DIV/0! services) Metric July AMEN —St September October 'r6CI •' • ' • November December • : ' • January • , • ' • • • February March • • • April May June YTD (Avg)Annual Target Achieved Vo in Marin utside Marin #DIV/0! I #DIV/0! Metric Develop earned income opportunities (reported in dollar amounts) to offset City contributions for FY18-19 July I August I September I October I November I December I January I Februar I March I Aril I May I June I YTD I Annual Target I Achieved 0 Pending 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: 6/19/2017 From: Andrew Hening Department: City Manager's Office Date: 6/9/2017 Topic: DOWNTOWN STREETS TEAM Subject: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES IN FISCAL YEAR 2017-2018, IN AN AMOUNT NOT TO EXCEED $125,000 Type: ® Resolution ❑ Ordinance ® Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Approved with some suggested edits to staff report and resolution. ® City Attorney Remarks: LG -Approved 6/13/17 ® Author, review and accept City Attorney / Finance changes Remarks: Changes accepted in staff report and resolution ® City Manager Remarks: