REPORT TO THE CITY COUNCIL March 18, 2021 FROM: THOMAS ESQUEDA, City Manager Office of the Mayor & City Manager BY: H. SPEES, Director, Housing and Homeless Initiatives Planning & Development Department SUBJECT ..Title Actions pertaining to the Homeless Emergency Aid Program (HEAP): 1. Approve Amended Agreement with Fresno County Economic Opportunities Commission (EOC) for homeless youth services emergency shelter beds totaling $242,153.76 2. Approve Amended Agreement with Turning Point of Central California for triage center services totaling $1,863,000 3. Approve Amended Agreement with Focus Strategies for program management services totaling $170,571 ..Body RECOMMENDATION Staff recommends City Council approve the amended agreement with Fresno EOC adjusting their original budget projections for a total fee of $242,153.76; approve amended agreement with Turning Point of Central California to increase the number of triage beds from 37 at one location to 80 at two new locations for a total fee of $1,863,000; approve amended agreement with Focus Strategies for additional program management services in order to expand services totaling $170,571. EXECUTIVE SUMMARY All three original agreements were approved by City Council on July 1, 2019, for a 24-month period ending on June 30, 2021, for services funded by the HEAP program. In the course of HEAP implementation, adjustments have been required due to various circumstances including the impacts of the COVID 19 pandemic, the need to expand shelter beds and the additional costs associated with administration. Today's action involves near-final budget adjustments that will assure the maximum utilization of HEAP funding. BACKGROUND In 2018, the City of Fresno was awarded funding through California's Homeless Emergency Aid Program (HEAP) in the amount of $3,105,519.90, to provide for immediate responses to homelessness within the community. Agreements were entered into with organizations for the provision of Triage Center Services, Outreach, Homeless Employment, Family Services, Youth Services and Program Management. The following provides background for the required adjustment of the agreements for the provision of Youth Services, Triage Center Services and Program Management. Fresno EOC Homeless Youth Services The City awarded a 24-month contract to the Fresno County Economic Opportunities Commission for homeless youth services under the HEAP program in the amount of $300,000 beginning July 1, 2019 through June 30, 2021. Responsibilities of the HEAP Homeless Youth Services contract include: 1.) Providing 4 beds of Emergency Shelter Housing to a target population of youth, age 18-24, experiencing homelessness or who are at imminent risk of homelessness; 2.) Linking homeless youth to housing as soon as possible upon client entry, continuing through the length of the program without preconditions or barriers; 3.) Providing services as part of a continuum of services communitywide; 4.) Providing intensive housing-focused services to set youth on the path to attaining permanent housing; 5.) Offering services to those prioritized through the Coordinated Entry System; 6.) Utilizing an existing permanent structure. The emergency shelter beds have been underutilized due in part to the COVID-19 pandemic. Additionally, the original budget was a projection because this is a new program for EOC. This amendment includes a budget adjustment that now coincides with their spend rate. The scope of work will remain the same. Excess funds will be applied to other HEAP projects Turning Point Triage Center Services: Golden State and Bridgepoint The City awarded a 24-month contract to Turning Point of Central California to develop and operate a 37-bed Golden State Triage Center under the HEAP program in the amount of $1,480,000 beginning July 1, 2019 through June 30, 2021. The Amended Agreement allows for the following expansion in triage center services: 1. Changing the venue of the Golden State Triage Center to the former Parkside Inn, one of the Fresno Housing Authority's Project HomeKey motels, allowing Turning Point to expand services from 37 to 50 beds at no additional cost through June 30, 2021. 2. Adding the Bridgepoint Triage Center, a 30-bed facility owned by Turning Point, to provide additional triage services retroactively effective October 1, 2020 through June 30, 2021 for a cost of $42,555.58 per month or $383,000 for 9 months. 3. The total contract cost under this amended agreement will be $1,863,000 through June 30, 2021. Responsibilities of the HEAP Triage Center Services Contractor include: a) Providing a minimum of 80 beds of Triage Center/Emergency Shelter Housing to a target population of individuals or families experiencing homelessness or who are at imminent risk of homelessness; b) Linking homeless individuals and families to housing as soon as possible upon client entry, continuing through the length of the program without preconditions or barriers; c) Providing services as part of a continuum of services communitywide; d) Providing intensive housing-focused services to set households on the path to attaining permanent housing; e) Offering services to those prioritized through the City of Fresno's Outreach Services and the Coordinated Entry System; f) Utilizing existing permanent facilities. This contract was originally put out to bid as required by the City's procurement process, providing potential contractors the opportunity to present proposals. Three proposals were received and the Selection Committee chose Turning Point of Central California, Inc. as the vendor presenting the best value with the most experienced and qualified team. In addition, Turning Point offers existing facilities configured as non-congregate shelter (a requirement during COVID-19 restrictions) to meet a wide array of client needs. Focus Strategies Project Management Agreement The City awarded a 24-month contract to the Focus Strategies to provide program management services for the service contracts funded under HEAP beginning July 1, 2019 through June 30, 2021. To date, Focus Strategies has worked with the City to: � Facilitate monthly meetings with HEAP funded service providers � Develop data reporting methods for HEAP funded service providers � Participate in bi-weekly project management calls with the City � Facilitate the development and implementation of City's HMIS contract with Fresno Housing Authority as well as HMIS project set-up for HEAP funded service providers � Review invoices for HEAP funded service providers � Develop quarterly reports for the City Council Sub-Committee on Homelessness � Develop and submit all HCFC (Homeless Coordinating and Financing Council)/State required reporting including Quarterly Expenditure Reports and Annual Reports � Complete analyses and make recommendations for successfully expending HEAP funding within required timeframes This Amended Agreement covers the cost of additional program management services required as follows: 1. Modification of service agreements based on changing circumstances including the onset of COVID 19; 2. Strategic planning assistance associated with State HHAP funding, final HCFC HEAP report, HCFC HHAP annual report, attendance at HCFC Office Hours, coordination with HCFC as needed. 3. Added time and expenses amount to an additional $15,295. 4. The total contract cost under this amended agreement will be $170,571 through June 30, 2021. ENVIRONMENTAL FINDINGS This item is not a project as defined by the California Environmental Quality Act. LOCAL PREFERENCE Local preference was not implemented because these are amendments to existing agreements. FISCAL IMPACT There is no impact to the General Fund. The contract amendments will be funded through HEAP, and augmented by HHAP 1. Attachments: 1. HEAP Amended Agreement-Turning Point-HEAP Triage Services 03-18-2021 2. Exhibit A-HEAP Agreement-TPOCC-Triage Services 07-1-2019 3. HEAP Amended Agreement-Fresno EOC-Homeless Youth Services 3-18-2021 4. Exhibit A-HEAP Agreement-Fresno EOC-Homeless Youth Services 07-01-2019 5. HEAP Amended Agreement-Focus Strategies-Program Mgmt Services 3-18-2021 6. Exhibit A-HEAP Agreement-Focus Strategies-Program Mgmt Services 7-1-2019