Loading...
HomeMy WebLinkAboutAgreement - Carry the Vision - 1st Amendment; South County Restorative Justice Youth Diversion Program - Signed 2022-07-01 -1- 4845-8215-5540v1 MDOLINGER\04706083 FIRST AMENDMENT TO AGREEMENT FOR SERVICES WHEREAS, the City of Gilroy, a municipal corporation (“City”), and Carry the Vision entered into that certain agreement entitled AGREEMENT FOR SERVICES, effective on [11/15/2021], hereinafter referred to as “Original Agreement”; and WHEREAS City and Carry the Vision 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 July 1, 2022 of the Original Agreement shall be amended to read as follows: The contract will be extended to June 30, 2023. 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. Compensation to CONSULTANT Carry the Vision shall be contingent upon successful completion of the services outlined in EXHIBIT B, SCOPE OF SERVICES. A statement of all professional services outlined under this AGREEMENT shall be prepared by CONSULTANT Carry the Vision and submitted to the City of Gilroy on or before the 10th day of the month, following the billing month, following completion of each of the Services identified in EXHIBIT B. If the services have been completed to the satisfaction of the City of Gilroy, the CITY shall make payment to the CONSULTANT within thirty (45) business days after receipt of the statement and approval thereof. B. The maximum amount of compensation to be paid to CONSULTANT under this AGREEMENT shall not exceed $43,565. CONSULTANT will successfully complete the SCOPE OF WORK within the 12 month period (July 1, 2022 to June 30, 2023), or less than the 12 month period and until the $43,565 is depleted and can no longer fund CONSULTANT’s time, even if the depletion of the funds occurs before the 12 month period ends and even if CONSULTANT is not able to complete the SCOPE OF WORK and MILESTONE SCHEDULE for each month that follows the depletion of the $43,565. In the event that CONSULTANT has been fullfilling the SCOPE OF WORK and meeting the MILESTONE SCHEDULE and the $43,565 for which CONSULTANT will be compensated has been depleted prior to completion of all 12 month milesones, CONSULTANT will be determined to have satifised the terms of the AGREEMENT and will not be required to complete the remainder of the MILESTONE SCHEDULE. Reimbursement will be based on work completed, per budget specifications. C. Any hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY. All contract deliverables needed for payment are stated in Exhibit B and include the completion of a quarterly invoice, with relevent direct expenses back up, monthly narrative and statistical reporting to show measurement for successful targeted youth intervention, groups and pro-social activities in pre-designated areas. Monthly invoicing will include direct expenses for reimbursement, such as allowable overhead and supervision, direct expenses, i.e. cell phone and mileage reimbursement for positions, regular wages, DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -2- 4845-8215-5540v1 MDOLINGER\04706083 supplies, training, costs for pro-social activities and healthy food expenses. Any additional direct expenses will not be reimbursed by the CITY. Monthly invoices and all back up documentation (monthly RJ calendars, PAR monthly report, staff timesheets, agency invoice, OUS workbook, and Narrative report) will be submitted to the CITY by the 10th day of the next month, as follows or the Friday prior to if the 10th falls on a weekend. An exception will be the last monthly invoice as the City funder requests the final invoice prior to the month's end: Months Invoice Deadline Quarter 1: July 1-30, 2022 August 10th, 2022 August 1-31, 2022 September 10th, 2022 September 1-30, 2022 October 10th, 2022 Quarter 2: October 1- 31, 2022 November 10, 2022 November 1- 30, 2022 December 10, 2022 December 1- 31, 2022 January 10, 2023 Quarter 3: January 1- 31, 2023 February 10, 2023 February 1- 28, 2023 March 10, 2023 March 1- 31, 2023 April 10, 2023 Quarter 4: April 1-30, 2023 May 10, 2023 May 1-31, 2023 June 20, 2023 June 1-30, 2023 June 20, 2023 Please allow up to 45 business days between submittal of invoice and confirmed back up verification for the processing of payment. Back up includes but it not limited to any of the following: timecard for program coordinator, sign in sheets for services and programs sponsored by this agreement, fliers and brochures, pictures for program activities, meeting agendas and notes, and any other documentation related to the any of the diversion program activities. Invoices will be returned, if necessary, back up is not attached and timing of check processing will be paused. DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -3- 4845-8215-5540v1 MDOLINGER\04706083 D. BUDGET - Carry the Vision- South County Youth Task Force Total Program Budget $43,565: -Personnel Costs Program Coordinator $30,160 -Payroll Taxes/Employee Benefits $7,842 SUBTOTAL PERSONNEL COST: $38,002 -Administrative Overhead $5,563 SUBTOTAL INDIRECT COST: $5,563 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 Carry the Vision 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), Program Narrative Report, Units of Service Workbook (OUS) report and invoicing format, to the City of Gilroy in a timely manner. The Youth Thrive Diversion Program (YTDP) (a.k.a. South County Restorative Justice Youth Diversion Program, a.k.a. Diversion Program) provides an opportunity for youth who engaged in conduct that harms others and themselves to come together with those who have been impacted by the behavior, including victims and community members, to collectively address the harm that occurred at a community level. 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. The service delivery time frame is July 1, 2022 to June 30, 2023. Population to be served: youth that are referred from a South County law enforcement agency who are under the age of 18 years old at the time of the incident in question, of all genders, and their families. CONSULTANT Carry the Vision shall complete the following services: 1. CONSULTANT will fulfill the South County Restorative Justice Youth Diversion Program Diversion Program Coordinator (DPC) Part-Time (P/T) position (P/T hours may vary based on program needs), which includes duties and responsibilities as outlined below. 2. DPC coordinates the Diversion Program’s logistics including but not limited to: - Oversees program fidelity, - Follows and ensures Diversion Program Partner Agencies and Team Members follow the South County Restorative Justice Youth Diversion Program Guide and practices developed by the Diversion Program, DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -4- 4845-8215-5540v1 MDOLINGER\04706083 - Facilitates communication among Diversion Program Team Members and troubleshoot conflicts with Diversion Program Team Members, - Facilitates monthly collaborative meetings among Diversion Program Team Members, - Coordinates the referral process and process of youth progressing through the Diversion Program, assists youth in progressing through the Diversion Program, including preparation for the Restorative Justice Circle (RJ Circle), - Coordinates RJ Circles, and may participate in the RJ Circles when available, appropriate, or needed. - Assists youth with completing their Restorative Agreement (RA) through check-ins, referrals, or in any way that DPC deems appropriate for the specific youth, and, - Tracks, collects, and analyzes data for the Diversion Program. 3. DPC coordinates 1 to 4 days of restorative justice circles per month. 4. DPC maintains a Performance Activity Report (PAR) that tracks youth progress through the Diversion Program that tracks client information such as: name of youth served, date of birth, start and end date for when youth received services, zip code of youth served, ethnicity of youth served, and hours of service per youth by activity type. 5. DPC oversees, coordinates, and tracks the restitution process for youth where restitution is a part of a RA (which is created by a RJ Circle). 6. DPC coordinates or assists with coordinating trainings for the Diversion Program Team Members, volunteers, and others who participate in the Diversion Program. 7. DPC provides or facilitates providing youth and/or youth's family with linkage or referral to community, local, or county assets and resources, as needed. 8. DPC can conduct outreach or engagement activities with youth and families for the Diversion Program in Morgan Hill, San Martin, and Gilroy when needed, appropriate, available, or requested. Outreach or engagement activities is to be interpreted broadly and can include, but is not limited to, tabling at events, attending meetings, participating in pro-social activities; having conversations with youth, community members, volunteers, agencies and government entities, and others that seek to promote or encourage participation in the Diversion Program, and engaging in any activity, in the community or school, that seeks to promote, encourage participation and educate others in the Diversion Program. 9. Subject to DPC's availability, hours, and other duties and responsibilities, DPC is encouraged to attend and participate in the monthly South County Youth Task Force (SCYTF) Technical Team meetings and SCYTF Multi-Disciplinary Team (MDT) meetings. A. Sign-In sheets to track participation, Units of Service Reports, and pre/post surveys. B. 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. DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -5- 4845-8215-5540v1 MDOLINGER\04706083 C. Case Files: 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. D. DPC attends necessary Diversion Program meetings and activities and has the flexibility to attend necessary meetings and activities as they arise, which may occur outside of traditional 8:00 a.m. to 5:00 p.m., Monday through Friday work hours. DPC may have to work evenings and/or weekends to carry out successful coordination of the Diversion Program. E. 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). F. Transport of Youth: 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. DPC 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 DPC'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. Contact of youth and transportation must follow County and City procedures. G. DPC will comply with California law and any mandatory reporting requirements and will stay current on any required California law mandatory reporting training requirements. MILESTONE SCHEDULE July 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 0 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Outreach and Engagement Activity, based on program needs. August 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Rest orative Agreements -Facilitating monthly team meetings DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -6- 4845-8215-5540v1 MDOLINGER\04706083 - Outreach and Engagement Activity, based on program needs. September 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. October 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. November 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. December 2022 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 0 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Facilitating monthly team meetings DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -7- 4845-8215-5540v1 MDOLINGER\04706083 - Outreach and Engagement Activity, based on program needs. January 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. February 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. March 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings - Outreach and Engagement Activity, based on program needs. April 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 -8- 4845-8215-5540v1 MDOLINGER\04706083 - Outreach and Engagement Activity, based on program needs. May 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings-Outreach and Engagement Activity, based on program needs. June 2023 -Overseeing youth referrals from the South County Law Enforcement Agencies and linking them with Community Based Organization partners. -Coordinating, or support with coordinating, 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings-Outreach and Engagement Activity, based on program needs. This Amendment shall be effective on [ July 1, 2022] 4. Except as expressly modified herein, all 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 [Carry the Vision] By: By: [signature] [signature] [Pedro Espinoza] [Shelley Swan] [Chief of Police, City of Gilroy] [Executive Director] Date: Date: DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2 6/22/20227/2/2022 -9- 4845-8215-5540v1 MDOLINGER\04706083 Approved as to Form ATTEST: City Attorney City Clerk DocuSign Envelope ID: 56171375-06C7-4CB6-9F98-8E9FDA9D73C2