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Home My WebLink About25H - AGMT INTERIM SHELTERREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: 18, 2018 TITLE: APPROVE AMENDMENT TO SUBRECIPIENT AGREEMENT WITH 2-1-1 ORANGE COUNTY FOR INTERIM HOMELESS SHELTER {STRATEGIC PLAN NO. 1,6; 5,4; 5,6} CITY IVANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an amendment to the Emergency Solutions Grant subrecipient agreement with 2-1-1 Orange County, increasing the amount for program year July 1, 2018 — June 30, 2019 by $10,282.68, for a total aggregate amount not to exceed $24,555.68, subject to non -substantive changes approved by the City Manager and City Attorney. On May 15, 2018, the City Council authorized the City Manager and the Clerk of the Council to execute agreements with non-profit organizations as part of the 2018-2019 Emergency Solutions Grant (ESG) program allocation. 2-1-1 Orange County was awarded $14,273 in grant funds for homeless management information data collection services. At the close of fiscal year 2017-2018, unspent funds from ESG program subrecipients totaling $85,282.68 were recaptured for redistribution along with $1,498.56 for administrative services, for a total of $86,781.24. In an effort to capture and report critical data surrounding The Link, Santa Ana's Interim Emergency Homeless Shelter, staff recommends reallocating a portion of these funds to 2-1-1 Orange County to work in conjunction with a Mercy House Data Specialist to enhance the City's Homeless Services webpage with a dashboard summarizing client enrollment, incident reports, referrals and housing outcomes. While a Mercy House Data Specialist will specifically work on integrating clients into the Homeless Management Information System and the County's Continuum of Care within the Coordinated Entry System, 2-1-1 Orange County will create on-going status reports to respond to the immediate data needs of the Santa Ana community at large. Such data will be accessible in the City of Santa Ana's Homeless Services webpage. The remaining balance is recommended for approval in a separate staff report to support The Link with an additional $44,000 to Mercy House Living Centers, Inc. for rapid re -housing activities that will 25H-1 Amendment to 2-1-1 Orange County Agreement December 18, 2018 Page 2 include housing navigation and security deposit assistance and an additional $31,000 to the Santa Ana Police Department for additional outreach and engagement activities. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #1 — Community Safety, Objective # 6 (Enhance Public Safety Integration, Communication Community Health, Livability, Engagement & Sustainability, vitality and livability) and Objective # 6, (Focus projects and wellness of all residents). FISCAL IMPACT and Community Outreach); Goal # 5 Objective #4 (Support neighborhood programs on improving the health and The Emergency Solutions Grant funds in the amount of $86,781.24 will be carried forward from FY 2017-2018 to FY 2018-2019. Of this total, $10,282.68 for this amendment will be available in account no. 13518785-69135 for expenditure in FY 2018-2019. APPROVED AS TO FUNDS AND ACCOUNTS: Steven A. Mendoza Kathryn Downs, CPA ftI Executive Director Executive Director Community Development Agency Finance and Management Services Agency Exhibit: 1. Amendment to Subrecipient Agreement with 2-1-1 Orange County 25H-2 FIRST AMENDMENT TO EMERGENCY SOLUTIONS GRANT SUBRECIPIENT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND 211 ORANGE COUNTY (24 CFR Parts 91 and 576) THIS FIRST AMENDMENT TO THE EMERGENCY SOLUTIONS GRANT SUBRECIPIENT AGREEMENT is entered into this OIL day of December, 2018, by and between the City of Santa Ana, a charter city and municipal corporation of the State of California ("City'), and 211 ORANGE COUNTY, a California nonprofit organization ("Subrecipient"). RECITALS A. On July 1, 2018, the City entered into an Emergency Solutions Grant Subrecipient Agreement #A-2018-133-07 with Subrecipient to provide Emergency Funds from the United States Department of Housing and urban Development (HUD) to be used in the operation of an emergency solution program for the homeless or at risk of homelessness of the City of Santa Ana ("said Agreement'). B. In an effort to capture and report critical data surrounding Santa Ana's Interim Emergency Homeless Shelter, this First Amendment to said Agreement will reallocate unspent fiscal year 2017-2018 ESG funds to 2-1-1 Orange County to work in conjunction with a Morey House Data Specialist to enhance the City's Homeless Services webpage with a dashboard of successful outcomes. While a Mercy House Data Specialist will specifically work on integrating clients into the Homeless Services Management Information System and the County's Continuum of Care within the Coordinated Entry System, 2-1-1 Orange County will create on-going status reports to respond to the immediate data needs of the Santa Ana community at large. C. In accordance with the terms and conditions of said Agreement, the parties desire to amend said Agreement to increase funds to the Subrecipient, which need to be spent by June 30, 2019. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions of said Agreement, except as herein modified, the parties agree as follows: 1. Paragraph 5, shall be amended to increase funding to Subrecipient by -$1-0,282.68, which will go to additional Homeless Management Information Services (HIMS) funds. The new total sum shall not exceed $24,555.68 in grant funding. 2. Section I, subsection A, shall be amended to add the specific tasks required of the additional funds, which will be applied to enhance the City's Homeless Services webpage with a dashboard of successful outcomes, as well as on-going status reports to respond to the immediate data needs of the Santa Ana community at large. 3. Section IH, shall be amended to increase funding to Subrecipient by $10,282.68, for a total sum not to exceed $24,555.68. Subrecipient's new budget for these additional funds is attached hereto as Exhibit A and incorporated herein by reference. 25H-3 4. Except as hereinabove modified, the terns and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to said Agreement the date and year first above written, ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR RAUL G5DINE III Clerk of the Council City Manager APPROVED AS TO FORM: SUBRECIPIENT: Sonia f orvallio Cit tid /UtA.4- �' (fr By:R N 0. ODGE Karen Williams A istant ityAttomey Executive Director Tax IDP 33-0063532 DUNSN 88-433-9003 RECOMMENDED FOR APPROVAL: STEVEN A. MENDOZA Executive Director Community Development Agency 25H-4 Name of Organization Name of Funded Program Annual Accomplishment Goal City of Santa Ana Scope of Work 'erformance and Demoqraphic Dashboard for Santa Ana Emerqencv Shelter I. Total number of unduplicated clients (Santa Ana and Non -Santa Ana Residents) anticipated to be served by the funded ro ram, named above, during the 12 -month contract period. 200 Persons II. Number of unduplicated Santa Ana residents expected to be served by the funded program during the 12 -month contract period. Persons Program and Funding Description III. Description of Work - In the space below, describe the program to be funded during the 12 -month contract period. What specific activities will be undertaken during the contract period. Please be concise in your response. Only the viewable space will print. SaSan Santa Ana has requested that 211OC create a Performance and Demographic Dashboard for the new Santa Ana 200 bed Emergency Shelter. This dashboard will track weekly progress as reported into the Homeless Management Information System for this new shelter. Upon approval of funding, 211OC will meet with designated Santa Ana employee responsible for direction on the Dashboard development. 211OC will need 2-3 weeks to complete the design, and will provide Santa Ana a link to the Dashboard, and Santa Ana ill post on the city website. Weekly tracking will be dependent on timely HMIS entry by he Emergency Shelter operator. This SOW covers a 0.011 FTE for the development and 0.092 FTE for 54 weeks of dashboard updates. Schedule of Performance Estimate the number of unduplicated Santa Ana residents to be served by the funded program during the 12 -month contract period per quarter. (Enter number of new Santa Ana clients served each quarter. If they were served in quarter 1 do not count them again in quarter 2) Quarter 1: July 1 - September 30 as xPersons Quarter 2: October 1 -December 31 ':`+,Persons Quarter 3: January 1 - March 31y Persons Quarter 4: April 1 -June 30 "idTotal Persons unduplicated Santa Ana Residents to be served. Schedule of Invoicing Estimate the amount of grant funds to be requested during the 12 -month contract period on a quarterly basis. Quarter 1: July 1 -September 30 a ;Vi Quarter 2: October 1 - December 31 Quarter 3: January 1 - March 31 Quarter 4: April 1 -June 30 $;S,,OOOlow $ 10,282.68 (Total Grant Exhibit A 25H-5 ESG Final Budget Organization Name People for Irvine Community Health dba 2-1-1 Orange County Program Name Performance and Demographic Dashboard Expenditures LIST ALL OTHER PROGRAM FUNDS THAT HAVE BEEN SECURED (Total Funds for Program must equal Total Program Budget above) Source Amount Santa Ana r'�yperises'Funded` Expenses Funded 10,283 Total Program Organizational Category` bySarita Ana "F by Other Sources HUD-HMIS Budget Budget 499,000 aa'�3'��'•F HMIS- Data Collectiony10;283 $ 10.283 _ 3 Total Funds for the Program $ 509,283 Ye44 `-x $ _ y{ S $ 'D l g IrryT�xy'y<+ .'.t $ $ $ $ - - 3 ii iFs $ V t Total,, $ $ 10,283 $ LIST ALL OTHER PROGRAM FUNDS THAT HAVE BEEN SECURED (Total Funds for Program must equal Total Program Budget above) Source Amount Santa Ana $ 10,283 HUD-HMIS $ 499,000 Total Funds for the Program $ 509,283 Exhibit B Page 1 of 1 25H-6 ESG Funded Personnel Name of Organlzatlon: le for Irvine Community Health dba 2.1-1 Omnge County(21 Name of Program Performance and Demographic Dashboard for Santa Ana Emergency Shelter Program Staff Position Title (only list funded positions) Budget Category Annual Salary Hourly Rate Approximate # of Hours per month serving Santa Ana Total Amount Requested Data Analyst HMIS $ 70,800 $ 34 3.20% $ 4,248.00 Director orData and Information HM1S $ 100,300 $ 48 2.404/o $ 4,418.02 CEO Dec 2018 only $ 177,000 $ 85 0.4% $ 1,191.35 Finance & Admonistration Dec 2018 only $ 147,500 $ 71 0.2% $ 567.31 Total ESG Requested $ 10,424.68 25H-7 25H-8