HomeMy WebLinkAboutItem No. 13 - Amendment No. 1 to the Agreement for Professional Services with Social Work Acti13)Amendment No. 1 to the Agreement for Professional Services with Social Work
Action Group (SWAG) for Homeless Outreach Services
Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement
with Social Work Action Group (SWAG) to extend the term of the agreement for homeless
outreach services in an amount not to exceed $412,419 per fiscal year in such final form as
approved by the City Attorney.
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REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Adam Gufarotti, Community Support Manager
Date:September 24, 2024
Subject:Amendment No. 1 to the Agreement for Professional Services with Social
Work Action Group (SWAG) for Homeless Outreach Services
Recommendation
Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement with
Social Work Action Group (SWAG) to extend the term of the agreement for homeless outreach
services in an amount not to exceed $412,419 per fiscal year in such final form as approved by
the City Attorney.
Background
Homelessness is a top priority for the City of Lake Elsinore and since establishing the City’s first
Homeless Task Force in 2017, Lake Elsinore has made significant strides in assisting our most
vulnerable residents off the streets while seeking effective methods of reducing our homeless
population to achieve functional zero for chronic homelessness.
A key partner in achieving this goal is the Social Work Action Group (SWAG), the City’s nonprofit
partner. SWAG has played a crucial role in conducting street outreach, providing housing
navigation, and offering case management services to chronically homeless individuals.
Additionally, since December 2020, SWAG has operated the Anchor, a facility that provides 14
crisis stabilization housing units with up to 20 beds for chronic homeless individuals for up to 90
days.
SWAG Street Outreach Amendment
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This partnership has enabled the City of Lake Elsinore to establish a full-time street outreach team
comprised of City code enforcement, the Lake Elsinore Sheriff’s Station, and SWAG. Street
outreach services have been partially funded through state and local grants. Since 2019, the City
has secured approximately $9 million toward its homeless efforts. City staff continues to look for
more funding opportunities. This year, the City received $3 million in federal funding through the
federal appropriations process and has submitted another $2.5 million in federal appropriations
for fiscal year 2024/25. In addition to funding, City staff were awarded a fellowship with Stanford
University to study how data can shape future homeless services and funding.
Discussion
On July 13, 2021, the City entered into an agreement with the Social Work Action Group (SWAG),
allocating $645,670.00 per fiscal year for homeless outreach services. Over the past few years,
the City has exercised its options to extend this contract, recognizing the critical impact of these
services on the community.
The City seeks to amend the agreement to ensure the ongoing provision of essential outreach
services and adapt to the community’s evolving needs. This amendment will enable SWAG to
continue its vital work in assisting homeless individuals, providing them with necessary resources,
housing navigation, and case management services. By amending the agreement, the City aims
to strengthen its commitment to reducing homelessness and supporting its most vulnerable
residents.
Fiscal Impact
Funds are available in the City’s Fiscal Year 2024-25 Annual Operating Budget.
Attachments
Attachment 1 - Amendment No. 1
Exhibit A – Scope of Services 1
Attachment 2 – Original Agreement
City Manager’s Office
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AMENDMENT NO. 1
TO AGREEMENT FOR PROFESSIONAL SERVICES
Social Work Action Group
Homeless Outreach Services
This Amendment No. 1 to Agreement for Professional Services is made and entered into
as of 9/24/2024, by and between the City of Lake Elsinore, a municipal corporation (“City), and
Social Work Action Group, a California non-profit corporation (“Consultant”).
RECITALS
A. The City and Consultant have entered into that certain Agreement for Professional
Services dated as of 7/13/2021, (the “Original Agreement”). Except as otherwise defined
herein, all capitalized terms used herein shall have the meanings set forth for such terms in the
Original Agreement.
B. The Original Agreement provided for annual compensation to Consultant in an
amount of Six Hundred and Forty-Five Thousand and Six Hundred and Seventy dollars
($645,670).
C. The Original Agreement had a term commencing on July 1, 2021, and ending June
30, 2022. As permitted by Section 2 of the Original Agreement, the City Manager exercised two
12-month renewal terms extending the Original Agreement to June 30, 2024.
D. The parties now desire to amend the scope of services, term and increase the
payment for such services as set forth in this Amendment No 1.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth
herein, City and Consultant agree as follows:
1. Section 1, Scope of Services, of the Original Agreement is hereby amended to add
the following:
For purposes of Amendment No. 1 and the term commencing July 1, 2024,
Consultant shall perform the services described in Consultant's Proposal (Exhibit
A-1 Amendment No. 1 attached hereto and incorporated by reference herein).
Consultant shall provide such services at the time, place, and in the manner
specified in Consultant's Proposal (Exhibit A-1 Amendment No. 1), subject to the
direction of the City through its staff that it may provide from time to time.
2. Section 2, Term, of the Original Agreement is hereby amended to read in its
entirety as follows:
Unless earlier terminated as provided elsewhere in this Agreement, this
Agreement shall continue in full force and effect for a period commencing
on July 1, 2021 and ending June 30, 2025. The City may, at its sole
discretion, extend the term of this Agreement on a 12-month basis not to
exceed 2 additional twelve (12) month renewal terms by giving written
notice thereof to Consultant not less than thirty (30) days before the end of
the contract term, such notice to be exercised by the City Manager.
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3. Section 3, Compensation, of the Original Agreement is hereby amended to read in
its entirety as follows:
Notwithstanding the foregoing, for purposes of Amendment No. 1 and the
term commencing July 1, 2024, compensation to be paid to Consultant shall be
in accordance with the Schedule of Charges set forth in Consultant’s
Proposal (referenced collectively as Exhibit A-1 Amendment No. 1). In
no event shall Consultant’s annual compensation related to Exhibit A-1 to
Amendment No.1 exceed Four Hundred and Twelve Thousand Four
Hundred and Nineteen dollars ($412,419) without additional written
authorization from the City Council.
Notwithstanding any provision of Consultant’s Proposal to the contrary, out
of pocket expenses set forth in Exhibit A-1 respectively, shall be
reimbursed at cost without an inflator or administrative charge. Payment
by City under this Agreement shall not be deemed a waiver of defects,
even if such defects were known to the City at the time of payment.
4. Except for the changes specifically set forth herein, all other terms and conditions
of the Original Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment No. 1 to be executed
on the respective dates set forth below.
“CITY”
CITY OF LAKE ELSINORE, a municipal
corporation
“CONSULTANT”
Social Work Action Group
City Manager
Date:
Click or tap here to enter text.
Date: __
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
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Assistant City Manager
Attachments: Exhibit A-1 – Consultant’s Proposal
EXHIBIT A-1
CONSULTANT’S PROPOSAL
[ATTACHED]
Homeless Street Outreach Services
Street outreach services will be provided by the Social Work Action Group (SWAG) as a coordinated
effort to make contact and provide services for homeless residents in the City of Lake Elsinore. Services
are facilitated by SWAG members who are trained in how to effectively communicate and connect with
homeless residents in a manner that encourages potential clients to receive services and seek housing
sustainability. Ultimately, the main goal of our services is to have residents follow the steps and
resources provided by SWAG.
The aforementioned steps and services include ongoing contact, treatment, crisis stabilization housing,
and eventually building a path towards permanent housing. As the first step, street outreach services
are vital aspects of reducing homelessness in the City of Lake Elsinore as well as helping our most
vulnerable residents.
SCOPE OF SERVICES
Social Work Action Group (SWAG) will work in conjunction with the City of Lake Elsinore to facilitate and
lead the overall scope of homeless services for the City of Lake Elsinore. Services will be provided with
flexibility to meet the needs of the community from July 1, 2024 through June 30, 2025. SWAG will
provide the following activities and services:
STREET OUTREACH:
1. Respond to homeless service requests made by the City of Lake Elsinore within one business
day. This includes weekly outreach events in the City of Lake Elsinore.
2. Homeless Street Outreach will be conducted in partnership with law enforcement to address
specific “hot spot” areas and individuals who have requested assistance through the Homeless
Hotline as identified by SWAG, City of Lake Elsinore staff and the Riverside Sheriff's
Department.
3. The focus will be on working with the unsheltered population who are NOT connected with
other services such as day centers and emergency shelters, as these persons can access services
and case management from these providers. This effort is aimed at reaching those who cannot
or will not reach or navigate services on their own. The outreach team will target, when
possible, the most vulnerable including seniors, unaccompanied women, youth, and veterans.
4. Homeless youth, individuals fleeing domestic violence, newly homeless and individuals at risk of
homelessness, will be provided connection to resources including housing voucher applications
and county services navigation.
5. All individuals encountered will be included in the by-name list specifically maintained for the
City of Lake Elsinore. This list will be shared with the City within 30 days of the conclusion of
each month.
6. All individuals referred to SWAG or encountered will be included on a “live” document shared
between SWAG and the City that will track requests for assistance, actions taken to assist the
individual, and their personal action plan.
7. Individuals referred to SWAG or found living on the streets will be assessed and provided
assistance to exit life on the streets. Services include obtaining admittance and transportation to
emergency shelter options, alcohol and drug treatment, connection to mental and physical
health providers, case management, etc.
ADMINISTRATION & COORDINATION EFFORTS:
a. Conduct Riverside County housing assessments (VI-SPDAT) to unsheltered homeless
individuals and families and provide navigation services.
b. Participate in Coordinated Entry System (CES) and maintain working relationships with
other service providers.
c. SWAG will conduct/participate in Homeless Management Information System (HMIS)
responsibilities. These duties will be facilitated by an HMIS coordinator who will be
tasked with collecting client level data and detailing individuals/groups who are prone
to homelessness. Each individual will be entered into HMIS upon obtaining essential and
required HMIS documentation. If an individual does not have proper documentation,
SWAG will provide resources and/or assistance obtaining vital documents.
d. A comprehensive street outreach file will be created/maintained for each individual that
includes at least the following documentation:
i. Proof of Eligibility
ii. Program Intake Documents such as HMIS Release of Information, Notice of
Privacy Practices, participant grievance, consent form and identification, etc.
iii. Case notes and plan showing a plan developed by the Case Manager to assist
the individual in entering permanent housing or sheltered services.
iv. Back up documentation for all efforts including referrals made or services
provided.
v. Program discharge/exit paperwork.
e. Actively participate in the City’s monthly Homeless Task Force Meetings and Riverside
County Behavioral Health Crisis Team meetings.
f. Assist with coordination and facilitation of the Homeless Outreach Community Coalition
meetings.
g. Participate in city sponsored community events, as requested.
h. Participate in weekly Coordinated Entry Housing Navigation meetings to advocate and
ensure clients are being linked to Riverside County Continuum of Care housing
resources.
i. Connect the unsheltered homeless population to appropriate housing solutions
throughout Riverside County.
j. SWAG will assist in developing informational content, which will include material for the
regional anti-panhandling campaign and disseminate it throughout the community. The
campaign will encourage stakeholders, faith-based groups, community groups,
businesses, and concerned residents to discourage well-intended activities that enable
the chronically homeless to remain on the streets and focus their efforts on long-term
solutions.
k. Provide support to the City of Lake Elsinore through training, presentations and sharing
updates related to trends in regional homeless efforts.
l. Data collection of key activities and results, community partners/businesses engaged
will be reported to the City of Lake Elsinore on a monthly and quarterly basis.
m. Attend and participate in City Council meetings, as requested.
n. To assist with grant and financial reporting requirements, SWAG will send payroll
journals, mileage tracking documentation, employee timecards, vendor invoices, reports
of services offered, and other related reporting documents to the City within 30 days of
the conclusion of each month.
o. All individuals referred to SWAG or encountered will be included on a “live” document
shared with SWAG and the City that will track requests for assistance, actions taken to
assist the individual, and their personal action plan for both, Street Outreach and
Emergency Housing services.
All services provided by SWAG will be provided at the following rate and/or costs. All services will be
billed monthly at an hourly rate for staffing and as one-time costs for all other direct costs not to exceed
the amounts shown below.
STREET OUTREACH SERVICES:
Street Outreach Direct Staffing Costs: 6,500 hours per year x $55.00 = $357,500
•Two (2) Full Time Outreach Workers
•Part-time Case Manager
Other Direct Costs: Mileage Reimbursement $850 x 12 months = $10,200
•Mileage Reimbursement
ADMINISTRATIVE SERVICES: Supervisor/Management Staff 22 hours x 12 months = 264 x $95 =
$25,080
•One (1) Full-Time HMIS Coordinator for Street Outreach and Emergency Shelter Services
•Supervision/Management Oversight
2024/2025
Street Outreach Staff $357,500
Mileage Reimbursement $10,200
Supervisor/Management Staff $25,080
Administration & HMIS Entry $19,639
Total $412,419.00