HomeMy WebLinkAboutAgreement - Community Solutions - 1st Amend - Coordinate & Provide Services Outlined and Reporting Data - Signed 2021-08-31 -1- 4845-8215-5540v1
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FIRST AMENDMENT TO AGREEMENT FOR SERVICES
WHEREAS, the City of Gilroy, a municipal corporation (“City”), and Community Solutions ]
entered into that certain agreement entitled AGREEMENT FOR SERVICES , effective on
[10/1/2020], hereinafter referred to as “Original Agreement”; and
WHEREAS, City and Community Solutions have determined it is in their mutual interest to
amend certain terms of the Original Agreement.
NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS
FOLLOWS:
1. Contract timeline will be extended to August 31, 2021 of the Original Agreement shall be
amended to read as follows: The contract will be extended to June 30, 2022.
2. [ARTICLE 4. COMPENSATION, Section A. Consideration and EXHIBIT D, Section B] of
the Original Agreement shall be amended to read as follows:
ARTICLE 4. COMPENSATION
A. Consideration:
In consideration for the services to be performed by CONSULTANT, CITY agrees to pay
CONSULTANT the amounts set forth in EXHIBIT D (“Payment Schedule”). In No event
however shall the total compensation paid to the CONSULTANT exceed $81,804.
EXHIBIT D, Section B:
The maximum amount of compensation to be paid to CONSULTANT under this
AGREEMENT shall not exceed $81,804 CONSULTANT to successfully complete the project
within the 10 month period. Quarterly reimbursement will be based on work completed per
budget following the budget provided below:
BUDGET - Community Solutions for Children, Families and Individuals Program: South
County Youth Task Force
Total Project Budget 81,804
$40,902.00 for Services in Morgan Hill/ San Martin:
A C Personnel Costs Case Manager (0.5 FTE) $ 23,036 Intern (0.75 FTE) $ - Payroll Taxes
$ 1,843 Employee Benefits $ 5,759 SUBTOTAL PERSONNEL COST: $ 30,638.
Professional Fees - Acct/Legal $ 318, Program Supplies $ 1,455, Telephone $ 455, Postage &
Shipping $ 91, Occupancy $ 227 Rent $ 1,818, General Insurance $ 364, Utilities $ 455
Rental/Maintenance of Equipment $ 318, Mileage Reimbursement $ 818, Membership Dues $ 91
Licensing Fees $ 136, SUBTOTAL OPERATING EXPENSES: $ 6,546
Administrative Overhead $ 3,718 SUBTOTAL INDIRECT COST: $ 3,718
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Grand Total**** $ 40,902 Services in Morgan Hill/ San Martin
$40,902 for Services in Gilroy:
A C Personnel Costs Case Manager (0.5 FTE) $ 23,036 Intern (0.75 FTE) $ - Payroll Taxes
$ 1,843 Employee Benefits $ 5,759 SUBTOTAL PERSONNEL COST: $ 30,638.
Professional Fees - Acct/Legal $ 318 Program Supplies $ 1,455, Telephone $ 455, Postage &
Shipping $ 91, Occupancy $ 227 Rent $ 1,818, General Insurance $ 364, Utilities $ 455
Rental/Maintenance of Equipment $ 318, Mileage Reimbursement $ 818, Membership Dues $ 91
Licensing Fees $ 136, SUBTOTAL OPERATING EXPENSES: $ 6,546
Administrative Overhead $ 3,718 SUBTOTAL INDIRECT COST: $ 3,718
Grand Total**** $ 40,902 Services in Gilroy
EXPENSE ITEMS PREVENTION, EDUCATION AND TRAINING SERVICES Morgan Hill | San
Martin Schools Direct Costs* Operating Expenses** Indirect Costs *** ( 7% of budget)
In Exhibit D: Payment Schedule will be extended to add:
Months Invoice Deadline
Quarter 6: September 1, 2021- October 31, 2021 November 7, 2021
Quarter 7: November 1, 2021- January 31, 2022 February 7, 2022
Quarter 8: February 1, 2022-April 30, 2022 May 7, 2022
Quarter 9: May 1, 2022- June 30, 2022 June 20, 2022
3. [ARTICLE 3. SERVICES TO BE PERFORMED BY CONSULTANT, Section A. Specific
Services EXHIBIT B (Scope of work), and EXHIBIT C (Milestone Schedule)] of the Original
Agreement shall be amended to read as follows:
Exhibit “B” SCOPE OF WORK
CONSULTANT Community Solutions will coordinate and provide services outlined and reporting
data outlined below, necessary for program evaluation, monthly progress and quarterly financial
reporting utilizing Program Activity Report (PAR), Units of Service Workbook (OUS) report and
invoicing format, to the City of Gilroy in a timely matter. This program is part of the South County
THRIVE (Transformation and Hope, Resiliency, Integrity, Voice & Engagement) Project, in effort to
reduce juvenile delinquent behaviors, prevent and reduce recruitment of youth into gangs and prevent
and reduce youth violence in South Santa Clara County. Service delivery time frame: September 1,
2021 – June 30, 2022.
CONSULTANT Community Solutions shall complete the following services in Morgan Hill/ San
Martin, California:
1. Implementation of minimally three (3) cultural program groups utilizing: The National Compadres
Network Curriculums, such as 12-week El Joven Noble, Xinachtli Rights of Passage and/or Cara Y
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Corazon; and/or Life Skills Programs, such as Why Try or BOTVIN support groups. In selected
Morgan Hill Unified School District (MHUSD) schools, as needed/ recommended by MHUSD and
SCYTF. A minimum of 6 unduplicated clients per group. A minimum of 41 unduplicated individuals
served.
2. Restorative Justice Framework and Leading Circles - To support development of circles for youth,
school, community-based, government staff and/or parents (i.e. relationship building, introduction or
values circles, healing, trauma-informed, restorative justice, etc.) using evidence-based practices and
curricula for youth, staff, community who have a desire for additional support, build rapport and/or are
in need of a safe space. A minimum of 41 individuals to be served.
3. Case Management (Life Coaching) and Intervention Support Services of referred youth. A minimum
10 unduplicated clients. Clients will receive weekly sessions up to 6 months. Telehealth and/or face to
face.
4. Provide Linkage and Referral to other community and county assets and resources.
5. Secondary Crisis Response and Intervention Support – when schools re-open, have an office space
at identified school sites to support SCYTF MHUSD school partners and maintain a positive,
restorative and safe school culture as referred by SCYTF, school personnel and by self-referral. Crisis
Response and Intervention Support can happen before, during or after school, and/ or in the
community. As a way to encourage, youth attend and engage in distant learning, contractor will
support youth and monitor youth with attendance and/or class and homework assignments . Contractor
shall check attendance records and/or class and homework assignment logs for identified at risk youth
that are part of groups, restorative circles and for all case management 1:1 services, minimally once a
month, through the duration of the services and based on school representative follow-up of two
months following the service. Contractor will help encourage and support communication between
youth and their family and the school, should the youth or family have additional needs.
6. Conduct Outreach and Engagement Activities in Morgan Hill/San Martin schools located in
identified hot spot schools and/or feeding neighborhoods:
-To build rapport with youth in identified neighborhoods with higher disparities, to introduce services,
opportunities for self-referral, and invitation to participate in SCYTF services/activities.
- Outreach includes Telehealth/face-to-face introductions, ‘get-to-know you’ activities before/after
school, during lunch breaks, and if the school allows, during class time, and during relatable late
evening pro-social activities, as deemed appropriate
7. Participate in Monthly Technical Team, Multi-Disciplinary Team (MDT) meetings and lead or co-
chair one or more Tech Team subcommittees.
8. A total of 92+ unduplicated youth to be served through programming utilizing Units of Service
(UOS) workbooks.
CONSULTANT Community Solutions shall in Gilroy:
1. Implementation of minimally three (3) cultural program groups utilizing: The National Compadres
Network Curriculums, such as 12-week El Joven Noble, Xinachtli Rights of Passage and/or Cara Y
Corazon; and/or Life Skills Programs, such as Why Try or BOTVIN support groups. In selected Gilroy
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Unified School District (GUSD) schools, as needed/ recommended by GUSD and SCYTF. A
minimum 6 unduplicated clients per group. A minimum of 41 unduplicated individuals to be served.
2. Restorative Justice Framework and Leading Circles - To support the development of circles for
youth, staff, community-based, government staff and/or parents (i.e. relationship building, introduction
or values circles, healing, trauma-informed, restorative justice, etc.) using evidence-based practices and
curricula for youth, staff, community who have a desire for additional support, build rapport and/or are
in need of a safe space. A minimum of 41 unduplicated individuals to be served.
3. Case Management (Life Coaching) and Intervention Support Services of referred youth. A minimum
10 unduplicated clients. Each client will receive weekly sessions up to 6 months. Teleheath and/or
face to face
4. Provide Linkage and Referral to other community and county assets and resources.
5. Secondary Crisis Response and Intervention Support – Have an office space at identified school
sites to support SCYTF GUSD school partners and maintain a positive, restorative and safe school
culture as referred by SCYTF, school personnel and by self-referral. Crisis Response and Intervention
Support can happen before, during or after school, and/ or in the community. Additionally, as a way to
encourage, youth attend and engage in distant learning, contractor will support youth and monitor
youth with attendance and/or class and homework assignments. Contractor shall check attendance
records and/or class and homework assignment logs for identified at risk youth that are part of groups,
restorative circles and for all case management 1:1 services, minimally once a month, through the
duration of the services and based on school representative follow-up of two months following the
service. Contractor will help encourage and support communication between youth and their family
and the school, should the youth or family have additional needs.
6. Conduct Outreach and Engagement Activities in Gilroy schools located in identified hot spot
schools and/or feeding neighborhoods:
-To build rapport with youth in identified neighborhoods with higher disparities to introduce services,
opportunities for self-referral, and invitation to participate in SCYTF services/activities.
- Outreach includes Telehealth and/or face-to-face introductions, ‘get-to-know you’ activities
before/after school, during lunch breaks, and if the school allows, during class time, and during
relatable late evening pro-social activities, as deemed appropriate.
7. Participate in Monthly Technical Team, Multi-Disciplinary Team (MDT) meetings and lead or co-
chair one or more Technical Team subcommittees.
8. A total of 92+ unduplicated youth to be served through programming utilizing Units of Service
(UOS) workbooks.
A. Due to COVID-19, the delivery and implementation of programs and services will be adapted to
follow the current Santa Clara County Health Order and Mandated Directives until it is li fted. Services
may include supporting the SCYTF emergency response and coordination of services and needs under
COVID-19.
B. Quarterly invoicing will include direct expenses for reimbursement, such as allowable overhead and
supervision, direct expenses, i.e. cell phone and mileage reimbursement for positions, wages, supplies,
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training, costs for pro-social activities and healthy food expenses. Any additional direct expenses will
not be reimbursed by the CITY.
C. Case Management services: Must provide a client list (First Initial and Last Initial) that includes
the following:
i. Name of youth served;
ii. Include assigned Probation File Numbers for Youth (if applicable);
iii. Date of birth of youth served;
iv. Start date of when youth started receiving services;
v. End date of when youth stopped receiving services;
vi. ZIP Code of youth served (if available);
vii. Ethnicity of youth served (if available); and
viii. Hours of service per youth by activity type.
D. Groups: Use of Sign-In sheets to track participation, Units of Service Reports, and prepost surveys.
E. Will partner with the City of Gilroy, the South County Technical Team and local community
partners to further the goal and efforts of building a restorative community and preventing and de -
escalating youth violence and anti-social behaviors in South County;
F. Population to be served: children and young adults (Youth between the ages of 10-24 (any gender
or non-binary), who reside or attend school in South County (zip code areas 95037, 95046, and 95020)
and can fall in one or more of the following categories:
I. At Promise (At-Risk) Youth”: Defined as youth who live in or attend schools in low-socio
economic areas, referred to as “Hot Spots” within the first Strategic Plan that exhibit Stability
Needs; Potential Harm to Self or Others; Offending Behavior; Trauma History/ Lack of
Healthy Coping Abilities and Re-Victimization Risk,
II. High–Promise (High-Risk) Youth: Defined as youth exhibiting high risk behavior(s) related to
gang lifestyles, re-offending and/or participating in gang intimidation or behaviors associated
with violence. This category distinguishes from “at-risk” population in that it generates
additional characteristics demonstrating social-risk factors and level of intensity.
III. “Youth who demonstrate to be severely impacted/gang intentional”: Social circle is
integrated into intergenerational gang-membership environment and/or affected by
intergenerational drug use youth self-identified, and/or are arrested for gang-related
incidents or acts of violence through the justice system.
IV. Parents of youth and/or community members who reside in Morgan Hill, San Martin and
Gilroy areas of higher disparities: As identified by the SCYTF Strategic Plan(s) for
community civic-engagement, community-building and organizing efforts.
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V. School Providers: School staff and districts who identify themselves as needing support,
services and wish to integrate relevant SCYTF supports and trainings into schools, build
staff’s competencies who are working with youth displaying various signs of trauma and
behavioral issues.
G. Case Management: Maintain a written and/or electronic individualized file for services regarding
each client, document client's progress, assessment/service plan, within assigned service/program.
Utilize retrospective surveys to measure effectiveness, and notify the City of problems encountered
within assigned service/program.
H. Have the needed level of flexibility to attend necessary meetings, including monthly South County
Leadership Meetings, Technical Team meetings and impromptu climate and crisis meetings; and have
ability to work weekends for important or large events and evenings as deemed necessary to carry out
successful coordination of project services; staying within a 40 hour work week.
J. Complete Service Delivery Calendars: To help maximize collaborative efforts with all South
County agencies, the Consultant will submit calendars documenting services being rendered at
different time frames, location(s) and service day(s), to the City by the 7th of each month (no need to
resend if there are no new changes).
K. Transport of Clients: Transportation can only occur after all necessary insurance(s) have been
completed and insurances and waivers meet all necessary insurance guidelines. One-to-one driving is
not allowed. Staff and youth in transport must be of the same gender, or there may be another staff
member in the car of the opposite gender. This may include City of Gilroy staff. A guardian/parental
permission slip must be signed each time a youth enters a Contractor’s vehicle. If transportation occurs
under life coaching/case management, all intake paperwork must be up to date and the two -to-one ratio
must be enforced.
a. Locations of services will occur at the identified schools, community hubs, hot-spot parks libraries,
and other community locations, as deemed appropriate per client need. Contact of client and
transportation must follow County and City procedures.
Exhibit “C” MILESTONE SCHEDULE
Timeline of schedule events may include, but not limited to:
Due to COVID-19, the delivery and implementation of programs and services will be adapted to
follow the current Santa Clara County Health Order and Mandated Directives until it is lifted. Services
may include supporting the SCYTF emergency response and coordination of services and needs under
COVID-19.
September 2021
-Implementation and on-going curriculum-based groups are held weekly - one in Morgan Hill and one
in Gilroy identified school sites
Individual Case Management services provided
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- Outreach and Engagement: Based on COVID restrictions and/or program need,- SCYTF Technical
Team Meeting and Policy Team Meeting
- SCYTF Multi-Disciplinary Team meeting
October 2021
- Implementation and on-going curriculum-based groups are held weekly - one in Morgan Hill and one
in Gilroy identified school sites.
-Individual Case Management services provided
- Outreach and Engagement Activity, National Night Out, Beautiful Day weekend event, LATI event
- SCYTF Technical Team Meeting
- SCYTF Multi-Disciplinary Team meeting
November 2021
-On-going curriculum-based groups are held weekly in Morgan Hill and Gilroy identified school sites.
-Individual Case Management services provided
- Outreach and Engagement Activity. Based on program needs/COVID restrictions
- SCYTF Technical Team Meeting and Policy Team Meeting
- SCYTF Multi-Disciplinary Team meeting
- Implementation of Restorative Justice Framework and Leading Circles
December 2021
-On-going for curriculum-based groups in Morgan Hill and Gilroy identified school sites.
-Individual Case Management services provided
- Outreach and Engagement - Christmas Event with Fire Department
- SCYTF Technical Team Meeting
- SCYTF Multi-Disciplinary Team meeting
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January 2022
Implementation for two curriculum-based groups are held weekly - one in Morgan Hill and one in
Gilroy identified school sites.
-Individual Case Management services provided
- Outreach and Engagement - Morgan Hill Values Youth Event booth, based on COVID restrictions,
may change as deemed needed.
- SCYTF Technical Team Meeting and Policy Team Meeting
- SCYTF Multi-Disciplinary Team meeting
February 2022
- Implementation for two curriculum-based groups are held weekly in Morgan Hill and Gilroy
identified school sites.
-Individual Case Management services provided
- Implementation of Restorative Justice Framework and Leading Circles
- Outreach and Engagement BBQ in the park, based on COVID restrictions, may change as deemed
needed.
- SCYTF Technical Team Meeting
- SCYTF Multi-Disciplinary Team meeting with MHUSD
March 2022
-On-going two curriculum-based groups are held weekly in Morgan Hill and Gilroy identified school
sites.
- Individual Case Management services provided
- Outreach and Engagement Activity based on program needs, per COVID restrictions
- SCYTF Technical Team Meeting and Policy Team Meeting
- SCYTF Multi-Disciplinary Team meeting
April 2022
-On-going two curriculum-based groups are held weekly in Morgan Hill and Gilroy identified school
sites.
-Individual Case Management services provided
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- Outreach and Engagement Spring Break Party in the Park and Dia del Nino, may change due to
COVID restrictions.
-SCYTF Technical Team Meeting
- SCYTF Multi-Disciplinary Team meeting with MHUSD
May 2022
-Implementation of two curriculum-based groups held weekly in Morgan Hill and Gilroy identified
school sites.
-Individual Case Management services provided
- Outreach and Engagement: Based on COVID restrictions and/program need and Resiliency Festival,
- SCYTF Technical Team Meeting and Policy Team Meeting
- SCYTF Multi-Disciplinary Team meeting
June 2022
- On-going two curriculum-based groups are held weekly in Morgan Hill and Gilroy identified school
sites.
-Individual Case Management services provided
-Outreach and Engagement, based on COVID restrictions and program needs
- SCYTF Technical Team Meeting
- SCYTF Multi-Disciplinary Team meeting
This Amendment shall be effective on [September 1, 2021 ]
4. Except as expressly modified herein, all of the provisions of the Original Agreement shall
remain in full force and effect. In the case of any inconsistencies between the Original Agreement and
this Amendment, the terms of this Amendment shall control.
5. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the
dates set forth besides their signatures below.
CITY OF GILROY [Community Solutions]
By: By:
[signature] [signature]
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[Jimmy Forbis] [Erin O’Brien]
[City Administrator, City of Gilroy] [Chief Executive Officer]
Date:
Date:
Approved as to Form ATTEST:
City Attorney City Clerk
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8/17/2021
8/25/2021
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