HomeMy WebLinkAboutPoverello House First Amendment To Agreement 10-5-23
FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT (Amendment) is made and effective
upon execution by both parties on ___________________ (the Effective Date), by and
between the City of Fresno, a municipal corporation (City), and Poverello House, a
California non-profit Corporation (Service Provider).
RECITALS
WHEREAS, City and Service Provider entered into an Agreement, dated April 1,
2022 (Agreement), for professional TRIAGE CENTER SERVICES FOR PROJECT
DOWNTOWN HOPE (Project) funded through the ENCAMPMENT RESOLUTION FUND
PROGRAM (ERF-1) for a total fee of $4,662,554.80; and
WHEREAS, City and Service Provider desire to enter into a First Amendment to
the Agreement to provide pre-development services for 26 permanent housing units
associated with Project Downtown Hope. The Service Provider’s compensation for
services will be increased by $75,578.60 using Encampment Resolution Fund (ERF-1)
program funds for a total fee of $4,738,133.39.
AGREEMENT
NOW, THEREFORE, in consideration of the above recitals, which recitals are
contractual in nature, the mutual premises herein contained, and for other good and
valuable consideration hereby acknowledged, the parties agree that the Agreement shall
be amended as follows:
1. The Service Provider’s sole compensation for satisfactory performance of
all services required or rendered pursuant to the Agreement shall be increased by
$75,578.60 and shall be paid using ERF-1 funds for a total fee of $4,738,133.39.
2. Services provided through this Amendment shall include pre-development
services for 26 permanent housing units.
3. Exhibit A is deleted in its entirety and shall be replaced with the “Revised
Exhibit A” attached hereto to reflect the changes in Scope of Work and Budget.
4. In the event of any conflict between the body of this Amendment and the
Agreement, the terms, and conditions of the body of this Amendment shall control and
take precedence over the terms and conditions expressed within the Agreement.
Furthermore, any terms or conditions contained within the Agreement which purport to
modify the allocation of risk between the parties, provided for within the body of this
Amendment, shall be null and void.
[Signatures follow on the next page.]
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3
October 5, 2023
DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85
IN WITNESS WHEREOF, the Parties have executed this Amendment at Fresno,
California, the day, and year first above written.
CITY OF FRESNO,
A California municipal corporation
By:
Georgeanne A. White Date
City Manager
APPROVED AS TO FORM:
ANDREW JANZ
City Attorney
By:
Tracy N. Parvanian Date
Supervising Deputy City Attorney
ATTEST:
TODD STERMER, CMC
City Clerk
By:
Date
Deputy
Poverello House,
a California non-profit corporation
By:
Name:
Title:
(If corporation or LLC., Board Chair,
Pres. or Vice Pres.)
By:
Name:
Title:
(If corporation or LLC., CFO., Treasurer,
Secretary or Assistant Secretary)
Attachments:
1. Revised Exhibit A – Scope of Services and Budget
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3
CEO
Zachary Darrah
9/22/2023
DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85
10/16/2023
10/17/2023
REVISED EXHIBIT A
SCOPE OF SERVICES & BUDGET
Service Agreement between City of Fresno
and Poverello House
Project Downtown Hope
Project Description
Project Downtown Hope will see 100 individuals transition off the streets, into 30 air
conditioned and heated sleeping cabins making up a “Village of Hope” community. The
Village of Hope will include navigation, case management services, meals, and
supportive services. These services will ultimately provide a pathway to viable housing
options such as shared housing, rapid rehousing, and permanent supportive housing.
Target Populations
Chronically homeless and unsheltered individuals, families and veterans located in the
ERF identified encampment area.
Services to be Provided
Poverello House is Project Downtown Hope’s primary CBO partner, providing the
outreach component of the HART as well as operating the Village of Hope community.
Poverello House’s Village of Hope community will provide 24-hour staff, security, and
navigation services to those with a bed in a Pallet Shelter, also referred to as sleeping
cabins. Sleeping Cabins are prefabricated structures used throughout California and the
United States as a quick, cost-effective way to provide safe, humane emergency shelter
for people experiencing homelessness.
Number of Participants to be Served
Provide at least one linkage or service to 100% of the homeless individuals engaged with
on the street.
Project Downtown Hope will see 100 individuals transition off the streets, into 30 air
conditioned and heated sleeping cabins making up a “Village of Hope” community.
Poverello House will also provide shared (permanent) housing for up to 26 individuals
from the encampment.
Project Schedule
The project timeline is from April 1, 2022, to June 30, 2024.
Project Budget
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Administrative – City of Fresno
The City of Fresno will be responsible for administrative services throughout the duration
of the program to include, monitoring service providers, reporting all metrics and data as
required by the program and will oversee all functions of the program. In addition, the
City's grant administrator has lived experience at an emergency shelter previously
providing an invaluable perspective.
Restoration of Site – City of Fresno
The City of Fresno is committed to fully restoring the areas impacted by the Downtown
Fresno Encampment. Grant funding will be used to replace 28 streetlights in the project
area. Complete replacement is required due to breakage of the original light fixtures and
dismantling of the internal components. Other local funding available to the City of Fresno
will provide the restoration of sidewalks, curb and gutter and street repair as well as the
removal of long-standing debris and trash.
Personnel – Poverello House
Chief Programs Officer (.10 FTE @ $85,000 annual salary) Year 1 (14 months) $9,917;
Year 2 (12 months) $8,500
Chief Programs Officer will provide oversight to the entire program to ensure that
outcomes are being met and that the program design is being implemented.
Director of Facilities (.10 FTE @ $50,000 annual salary) Year 1 (14 months) $6,200; Year
2 (12 months) $5,000
Facilities Manager will oversee all facilities functions to ensure that electrical, plumbing,
and other maintenance issues are resolved as needed.
Director of Mental Health Services (.10 FTE @ $85,000 annual salary) Year 1 (14 months)
$9,917; Year 2 (12 months) $8,500
Director of Mental Health Services will provide direct services and oversight for clinical
mental health supports for those served at the Village of Hope.
Information/Technology (IT) Coordinator (.10 FTE @ $24.00/hour) Year 1 (14 months)
$8,737.20; Year 2 (12 months) $7,488
IT Coordinator will be directly responsible for the effective use and repair of technology
equipment (computers/internet/copier/etc.), phones, the security camera system, and
anything related to IT.
Director of Client Services (.30 FTE @ $25.00/hour) Year 1 (14 months) $18,202.50; Year
2 (12 months) $15,600
Client Services Manager will serve as the day-to-day supervisor of the overall project.
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They will be directly responsible for reporting, managing the budget, supervising staff,
and resolving any issues related to the overall project.
Program Coordinator (1.0 FTE @ $19.00/hour) Year 1 (14 months) $46,113; Year 2 (12
months) $39,520
Program Coordinator will serve as the on-site coordinator of the Village of Hope. They will
be directly responsible for coordinating the staff, working with higher-level needs for
clients, ensuring that the facility is functioning appropriately, and implementing shelter
policies/procedures.
Client Navigator (4.0 FTE @ $18.00/hour) Year 1 (14 months) $174,744; Year 2 (12
months) $149,760
Client Navigators work directly with the clients to navigate them out of the shelter into
permanent housing. They will each have a client caseload of 20. Client navigators will
continue to provide services to their entire caseload once housed or in the emergency
shelter.
Client Services Specialist (9.0 FTE @ $16.00/hour) Year 1 (14 months) $349,488; Year
2 (12 months) $299,520
Monitors provide 24/7 staffing support and are the direct service providers daily for clients
served at the Village of Hope. They will coordinate appointments, ensure that shelter rules
are followed, maintain a sanitary environment, assist with intake, conduct room checks,
resolve client conflicts, coordinate services at the facility (showers/laundry/etc.), serve
daily hot meals, and more.
Encampment Outreach Specialist (2.0 FTE @ $17.50/hour) Year 1 (14 months) $84,945;
Year 2 (12 months) $72,800
Encampment Outreach Specialists will provide direct street outreach to clients in the
encampment area as described in the proposal. Clients who may display transient
behaviors will continue to engage clients to help transition them into shelter or back into
the shelter during the performance period.
Housing Stability Case Manager (2.0 FTE @ $18.00/hour) Year 1 (14 months) $87,372;
Year 2 (12 months) $74,880
Housing Stability Case Managers will work directly with clients that are permanently
housed in the shared housing network or otherwise. They will work with clients to assist
with any challenges to staying in permanent housing.
Year 1 (14 months) Employee Benefits @ 20% - $159,127.14
Year 2 (12 months) Employee Benefits @ 20% - $136,313.60
Benefits cover fringe benefits including health insurance for employees.
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85
Year 1 (14 months) Taxes @ 8.65% - $82,586.99
Year 2 (12 months) Taxes @ 8.65% - $70,746.76
Taxes cover employment taxes associated with payroll costs for employees related to the
project.
Non-Personnel – Poverello House
Program Supplies - Year 1 (14 months) $21,700; Year 2 (12 months) $18,600
Covers costs associated with daily program supplies related to direct service support.
Expenses include (but are not limited to) bus tokens, clothing, hygiene items, blankets,
enrichment items, and more.
Office Equipment associated with program includes computers, scanners, technology
and radios - Year 1 (14 months) $8,076.92; Year 2 (12 months) $6,923.08
Communications - Year 1 (14 months) $20,000; Year 2 (12 months) $16,000
Covers costs associated with phone lines at the shelter location, cell phones for staff, and
internet services for staff.
Office Supplies/Office Furniture - Year 1 (14 months) $5,384.62; Year 2 (12 months)
$4,615.38
Covers monthly regular office supplies for staff use. This line item will also cover the costs
for the furniture for setting up the office. These costs include (but are not limited to) desks,
chairs, locking filing cabinets, and other items such as these.
Utilities - Year 1 (14 months) $14,000; Year 2 (12 months) $12,000
Anticipated utility costs associated with operating the shelter are $1,000 monthly. These
costs include (but are not limited to) electricity, water/sewage, and trash expenses at the
shelter site.
Travel (200 miles monthly @ .56 per mile + Fuel for transport vehicle @ $500/monthly),
Year 1 (14 months) $8,568; Year 2 (12 months) $7,344
Service delivery for clients in the program will require travel for staff to transport clients,
search for permanent housing, and assist clients with support services (such as medical
appointments). Mileage will be used for the staff using personal vehicles, and fuel
expenditures will be used for the transport vehicle.
Copy Machine Lease ($650/month), Year 1 (14 months) $6,300; Year 2 (12 months)
$5,400
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85
A copy machine will be leased for the on-site office location at the emergency shelter.
The copy machine will be used to copy client documents for case management activities,
scan essential files, and generally operate the shelter.
Meal Services ($4.75 per meal, three hot meals daily, 100 meals per day), Year 1 (14
months) $421,021.73; Year 2 (12 months) $360,875.77 - calculated based on a bell curve.
Poverello House will prepare, deliver, and serve three hot meals daily for all clients served
at the shelter. The per-meal cost covers all associated expenses related to providing
these meals as a support service. The organization provides hot meals in all of its own
shelters, other emergency shelters in the City of Fresno, and several other service
providers that provide meals for participants.
Laundry Services ($3.00 per load, 100 loads per week), Year 1 (14 months) $11,818.15;
Year 2 (12 months) $10,129.85 - calculations based on a bell curve
Poverello House operates a commercial laundry facility on their main campus. This facility
will be utilized to provide laundry services for all who are staying at the Village of Hope.
Laundry will be picked up from the shelter, transported to the laundry facility, washed,
dried, folded, and returned to clients. Costs in this line item cover all associated costs with
this activity.
Indirect Costs @ 5%, Year 1 (14 months) $77,962.94; Year 2 (12 months) $66,825.38
Line item will cover indirect costs associated with the program's administration.
Expenditures will include (but will not be limited to) financial administration, oversite, and
other activities not directly covered through a line item in the budget but necessary for the
program's implementation.
Other Costs – Poverello House
Transport Vehicle - Year 1 (14 months) $50,000
Transport vehicle will be used for encampment resolution activities, transportation of
client belongings, transportation of clients themselves for navigation activities,
transportation of laundry/meals/supplies, and other reasonable activities associated with
the Village of Hope shelter.
Vehicle Insurance and Maintenance - Year 1 (14 months) $5,939.66; Year 2 (12 months)
$5,091.13
Site Lease - Village of Hope site leased for use of fully functional and operational facility
(beds/shower/bathrooms/etc.) - Year 1 (14 months) $168,000; Year 2 (12 months)
$144,000.
Contracted Security Services - Year 1 (14 months) $140,000; Year 2 (12 months)
$120,000
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85
Poverello House operates a residential drug rehabilitation program for men. Participants
in the program provide security to the main campus, two additional emergency shelter
programs, and overnight security to the property's perimeter. The organization would
provide 24-hour security services as a contracted service for the Village of Hope.
Shared Housing Acquisition - Year 1 (14 months) $1,000,000
As part of the innovative program design, Poverello House will purchase real estate
assets to be utilized as permanent shared housing for those served in the encampment
resolution activities. It is anticipated that at least 26 permanent shared housing beds will
be made available through these acquisitions. Poverello House will operate these units
permanently as shared housing for tenants being provided services through this project.
Shared Housing Pre-Development - Year 1 (14 months) $75,578.60
Poverello House will provide pre-development services for the shared housing sites,
including project management, environmental site assessment, and other related
services.
Year 1 Year 2 Total
Personnel
Chief Programs Officer (.10 FTE) $ 9,917.00 $ 8,500.00 $ 18,417.00
Director of Facilities (.10 FTE) $ 6,200.00 $ 5,000.00 $ 11,200.00
Director of Mental Health Services (.10
FTE) $ 9,917.00 $ 8,500.00 $ 18,417.00
IT Coordinator (.15 FTE @ $24.00/hour) $ 8,737.20 $ 7,488.00 $ 16,225.20
Client Services Manager (.30 FTE @
$25.00/hr) $ 18,202.50 $ 15,600.00 $ 33,802.50
Program Coordinator (1.0 FTE @
$19.00/hour) $ 46,113.00 $ 39,520.00 $ 85,633.00
Client Navigator (4.0 FTE @ $18.00/hour) $ 174,744.00 $ 149,760.00 $ 324,504.00
Client Services Specialist (9.0 FTE @
$16.00/hour) $ 349,488.00 $ 299,520.00 $ 649,008.00
Encampment Outreach Specialist (2.0 FTE
@ $17.50/hr.) $ 84,945.00 $ 72,800.00 $ 157,745.00
Housing Stability Case Manager (2.0 FTE
@ $18/hr.) $ 87,372.00 $ 74,880.00 $ 162,252.00
Benefits @ 20% $ 159,127.14 $ 136,313.60 $ 295,440.74
Taxes @ 8.65% $ 82,586.99 $ 70,746.76 $ 153,333.74
Total Personnel $ 1,037,349.83 $ 888,628.36 $ 1,925,978.18
Non-Personnel
Operating Costs
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Program Supplies $ 21,700.00 $ 18,600.00 $ 40,300.00
Office Equipment $ 8,076.92 $ 6,923.08 $ 15,000.00
Communications (Phone line/internet/cell
phones) $ 20,000.00 $ 16,000.00 $ 36,000.00
Office Supplies/Furniture $ 5,384.62 $ 4,615.38 $ 10,000.00
Utilities $ 14,000.00 $ 12,000.00 $ 26,000.00
Travel (200 miles monthly X .56 per mile X
14 months) + Fuel $ 8,568.00 $ 7,344.00 $ 15,912.00
Copy Machine Lease ($650/month) $ 6,300.00 $ 5,400.00 $ 11,700.00
Meal Services ($4.50/meal) $ 421,021.73 $ 360,875.77 $ 781,897.50
Laundry Services ($3.00/load, dry, fold,
deliver) $ 11,818.15 $ 10,129.85 $ 21,948.00
Vehicle Insurance $ 5,939.66 $ 5,091.13 $ 11,030.79
Leasing (Village of Hope) $ 168,000.00 $ 144,000.00 $ 312,000.00
Total Non-Personnel $ 690,809.07 $ 590,979.22 $ 1,281,788.29
Direct Costs $ 1,728,158.90 $ 1,479,607.57 $ 3,207,766.47
Indirect Costs @ 5% $ 77,962.94 $ 66,825.38 $ 144,788.32
Total Direct and Indirect $ 1,806,121.84 $ 1,546,432.95 $ 3,352,554.79
Other Costs/Ongoing Costs
Transport Vehicle $ 50,000.00 $ 50,000.00
Contracted Security Services (Poverello
House) $ 140,000.00 $ 120,000.00 $ 260,000.00
Shared Housing Acquisition $ 1,000,000.00 $ 1,000,000.00
Shared Housing Pre-Development $ 75,578.60 $ 75,578.60
Total Other Costs $ 1,342,000.00 $ 120,000.00 $ 1,462,000.00
Grand Total $ 3,071,700.44 $ 1,666,432.95 $ 4,738,133.39
DocuSign Envelope ID: B954B137-807F-4A1B-8527-3B2F68DAD1B3DocuSign Envelope ID: C8AE4120-84C2-455E-B41A-7A06F510BE85