Contract Routing 1. Agency [community Youth Services 2. Programs Young Adult Shelter Amendment #2 5. Auditor Lason McKenzie |4. Resolution No. (if applicable) NAL 5. Funding Source MHSUD 6. Fund Amount $600,000.00 (rotal) (amend. increase of $302,428.00) 7. SAP Fund 1185; [s.cost Center [859100 Homelessness & Household Stability 9. Cost Element [5330200 10, Tracking Order Number (if applicable) IN/A. /12. WAS element/GRT # (if applicable) Inia. 13. ACH info (vendor number) (new/existing) existing - 125060 4 Bid Specification Number (Competitive RFP) (if applicable) Ina _ 45. Direct Negotiation Waiver (attach if lappticable) N/A ls. Sole Source Contractor (Yes or N/A)* N/A re a0 nO Wa HRT ara SOS ‘Thi document must emain with he contrat during th inter rowting process General Fund WUD 35200 Homlessness& Houschold stbily Sco Welnees pporiy & Achievement ‘91200 sar Funds Cont lament 5190100 Otter Conrail SeraAMENDMENT NO. 2 TO 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter THIS AMENDMENT is made and entered into effective as of the 30" day of September, 2017 (‘Effective Date’), by and between the CITY OF TACOMA (hereinafter called the "CITY”) and ‘Community Youth Services (hereinafter called the CONTRACTOR’), WHEREAS the CITY and the CONTRACTOR entered into a Contract for operating a youth and young adult drop-in center and a young adult overnight shelter (hereinafter “Contract’) effective January 1, 2017, and WHEREAS the CITY and the CONTRACTOR entered into an amendment on June 1, 2017, for the purpose of increasing the amount of compensation allowed under the Contract, extending the termination date of the Contract, and amending the original Scope and Schedule of Work, and WHEREAS the CITY and the CONTRACTOR desire to amend the Contract in order to increase the amount of compensation allowed under the Contract, extend the termination date of the Contract, and amend the Scope and Schedule of Work, NOW, THEREFORE, in consideration of the mutual promises and obligations hereinafter set, forth, the parties agree as follows: 1, The sum authorized for services under the Contract in section 3.C. is hereby increased by $302,429.00 from $297,571.00 to $600,000.00. 2. The termination date of the Contract in section 2.A. is hereby extended from September 29, 2017 to December 31, 2018 3. The Scope and Schedule of Work, authorized under Exhibit A of the Contract, is hereby amended to include the revised Budget, Outputs, and service description, attached as Exhibit A to this Amendment, and incorporated herein. 4, The Project Reimbursement Request, Exhibit B of the Contract, is hereby amended to reflect the sum of authorized services to be $600,000.00, attached as Exhibit B to this ‘Amendment, and incorporated herein, 5. Paragraph 9.4 “Termination and Suspension' in original Contract is hereby amended to read as follows A. The CITY may terminate the Contract at any time, with or without cause, by giving 48 hours written notice, or longer if the CITY chooses, to CONTRACTOR. The CONTRACTOR may terminate this Contract at any time, with or without cause, by giving thirty (30) days written notice to the CITY. In the event of termination, all finished and unfinished work prepared by the CONTRACTOR pursuant to this ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 1 of 10 Form Date: 8/19/13,Contract shall be provided to the CITY. In the event the CITY terminates this Contract due to the CITY'S own reasons and without cause due to CONTRACTOR'S actions or omissions, the CITY shall pay the CONTRACTOR the amount due for actual work and services necessarily performed under this Contract up to the effective date of termination, not to exceed the total compensation set forth herein. 6. Allother terms of the Contract, together with all exhibits, are hereby ratified and shall remain in full force and effect, unaltered by this Amendment. ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 2 of 10 Form Date: 8/19/13IN WITNESS WHEREOF, the Parties hereto have executed this Amendment effective as of the Effective Date first written above, cIry oF TACOMA COMMUNITY YOUTH SERVICES fete Sees a Elizabeth Paul Authorized Representative of Community Youth City Manager Services Print Name: Xxott} Hana yer Linda Stewart Interim Director Title: EO Neighborhood and Community Services taxi0.:_71-0; 2 Approved as to Form: Det Case: Deputy City Attorney Approved Dee borin) 1021-201 City Clerk q ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 3 of 10 Form Date: 8/19/13EXHIBIT A SCOPE AND SCHEDULE OF WORK 2017 MENTAL HEALTH SUBSTANCE USE DISORDER FUND Community Youth Services Youth and Young Adult Drop-in Center and Young Adult Overnight Shelter September 30, 2017 through December 31, 2018 Scope of Servic ‘Community Youth Services will provide services designed to meet the priority and goal of Enfance Mental Health and Substance Use Disorder Services: Address the unmet need of at risk/vulnerable populations struggling with mental health and/or substance use disorders and criteria identified in the Issue Statement for Homelessness and Household Stability. Services will be in compliance with all applicable requirements set forth by the CITY in its funding philosophy and policies. Alignment with Tacoma's Vision 2025 Priorities > Human & Social Needs: Increase Housing Security (2A) * Tacoma residents want everyone to have shelter and to feel secure in their housing options > Human & Social Needs: Improve services to youth and vulnerable populations (2B) = Tacoma cherishes its youth and other vulnerable residents; providing service to them is a priority ‘Community Youth Services (CYS) will operate a Youth and Young Adult Drop-in Center (ages 12-24) and a Young Adult Overnight Shelter (ages 18-24), providing a safe and stable environment for homeless and vulnerable youth and young adults and which functions as a sanctuary for those who have been trafficked and/or have experienced other exploitations. Admittance to the shelter is conducted on a first come, first served basis, with age and demographics verified at the initial intake. DROP-IN CENTER CYS will pros * Safe, secure and supportive space for up to 45 individuals + Case management (Trauma-informed and client-centered, offered to every individual who utilizes the Center) ‘+ Client-driven and goal-oriented Individual Service Plan (ISP) for every individual who receives case management to include housing, education, hygiene, employment, emotional and social components ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 4 of 10 Form Date: 8/19/13+ Laundry access (1:00 pm — 4:00 pm, will be available no later than November 1, 2017, when trash/recycle agreement is established Tacoma Public Utilities and washer/dryer is installed) * Meals © Snack (Monday - Saturday, 2:30 pm) © Balanced and nutritious hot evening meal (5:30 pm: Mon, Tues, Wed, Fri, Sat") “Thursday meal provided onsite by Comprehensive Life Resources Youth Night program. * Clothing (when available) * Concrete services (hygiene supplies, first aid supplies, clothing, tents, tarps, school supplies, books) * Entitlements and benefit supports * Housing supports * Support for accessing financial benefits and personal documents, including birth certificates, state identification, assessment fees © Support in enrolling in school, connecting with McKinney Vento Liaison, and accessing classes that increase employment capacity + Mental health, counseling, and peer services * Connections and referrals to additional community partner agencies that serve Youth and Young Adults in an effort to expand participant options and their network of support OVERNIGHT SHELTER CYS will provid * Safe, secure and supportive space that is survivor-centered for up to 40 young adults. Survivor-centered means that CYS believes survivor's stories and truths. {fa victim/survivor of trafficking, sexual assault, DV is in the program, CYS will center their experience and ensure that any harmful persons associated with the individual's harm or exploitation are diverted to another program. Counseling and supportive services © Crisis intervention 0 De-escalation Bedding and pillows Overnight storage for belongings Toiletries Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement ‘Youth & Young Adult Drop-in Center and Young Adult Overnight Shelter Page 5 of 10 Form Date: 8/19/13,* Connections and referrals to additional community partner agencies that serve Youth and Young Adults in an effort to expand participant options and their network of support Case management: If case management services are utilized, CYS Case Managers will assist the participant in developing ISP within 24 hours of the first meeting, and update the plan bi-weekly. Case management is provided a minimum of one hour per week for participants who have elected into Case Management, and is available at the Overnight Shelter or Drop-in Center. Individual appointment times can be scheduled daily, both in advance or same day, for meetings with Case Managers and co-located community providers such as Comprehensive Life Resources (CLR). Coordinated Entry assessments may be scheduled or accessed on a drop-in basis every Thursday at the Drop-in Center from 1:00 pm - 5:00 pm. Coordinated Entry assessments may be accessed outside of those hours by appointment with Shelter and/or Drop-in staff. Mental health, counseling, and peer services: Individuals will have access to mental health services and peer support specialists provided by Comprehensive Life Resources (CLR). Under the supervision of the Mental Health Professional (MHP), provided by CLR to serve as the Clinical Supervisor, the Peer Support Specialist (PSS) will function as a mental health support to sheltered clients, exhibiting competency in personal recovery and use of coping skills, as well as serve as a consumer advocate, providing consumer information and peer support for clients who are experiencing mental illness. Recovery resources such as booklets, pamphlets, and other written materials will be utilized by the MHP in the provision of services. CLR will also provide weekly group creative and healing activities. As requirements of this contract, CYS + Provide staffing levels and adhere to other program requirements in accordance with the WA State Department of Commerce Office of Homeless Youth “Guidelines for Young Adult Shelters.” A staff lead will be present at all times. For every 13 participants there will be one staff person, to include the staff lead. Once capacity is reached at the overnight shelter, individuals seeking shelter will be referred to other area shelters + Enter into a Memorandum of Understanding (MOU) with local providers who specialize in services to the vulnerable populations of LGBTQ Youth and Young Adults and Youth and Young Adults of Color to provide cultural competency training. The training must include board and executive leadership, administrative staff (Olympia and Pierce), and all Drop-in Center/Shelter staff members and be completed by March 31, 2018. CYS will provide proof of training and resulting progress. The MOUs will be in place by October 15, 2017. * Schedule monthly, 90 minute consultations between Drop-in Center/Shelter Program Director and OASIS Youth Center senior staff. Consultations will focus ‘on both case consult as well as macro issues experienced by LGBTQ Youth and ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 6 of 10 Form Date: 8/19/13Young Adults. Consultation with this external consultant will adhere to HIPAA and Personal Health Information (PHI) laws and will not involve the release of PHI. Consultation appointments will be documented and reported to the City every three months. The first report will be provided on December 31, 2017. Reports will include evidence of actions taken that have grown out of the consultations. Best practices serving LGBTQ Youth and Young Adults will be posted clearly in Case Management office and in all intake paperwork received by participants (agency- and program-specific) on site. Work with the City's Office of Equity and Human Rights to develop by December 31, 2017, an equity- and diversity-based hiring plan for immediate implementation. Work with the City’s Office of Equity and Human Rights to develop and implement a Youth and Young Adult Self-Report Climate Survey to obtain quantitative and qualitative feedback from those accessing services. Survey will solicit demographics, satisfaction measures, and narrative feedback. Survey results will be tracked monthly and aggregated annually. CYS will assess monthly reports and respond to needs or concerns identified, © CYS will contract with outside agency to evaluate program equity practices, review and analyze survey results, and provide recommendations based upon findings. Survey will be constructed within two months of contract start date. The survey itself will be peer-reviewed. = Initial external agency evaluation of CYS (based on above items) will be completed by external agency by March 31, 2018. * Follow-up evaluation (conducted by external agency) of recommendations from initial evaluation will be completed by September 30, 2018. Total unduplicated number of Tacoma residents funded by this contract each year (annual number served with this funding): 95 Location of service delivery: Overnight Shelter: 415 S 13" St, Tacoma, WA 98402 Drop-in Center: 1424 Tacoma Ave S, Tacoma WA 98402 Time of service: Overnight Shelter: 9:00 pm — 7:00 am, 7 days/week Drop-in Center: 1:00 pm — 8:30 pm, Monday- Saturday, excluding all major holidays (listed below) New Year's Day (observed) Labor Day Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-in Center and Young Adult Overnight Shelter Page 7 of 10 Form Date: 8/19/13,Martin Luther King, Jr. Birthday Veterans’ Day (observed) Presidents’ Day ‘Thanksgiving Memorial Day Day after Thanksgiving Independence Day Christmas Day Duration of service: January 1, 2017 - December 31, 2018 Target group: (1) City of Tacoma residents only with this funding (2) Unaccompanied Youth and Young Adults (12 ~ 24 years old) Income level: Low Income Service area: County-wide Outputs 2017 2018 Total unduplicated number of Tacoma residents served 200 200 Total unduplicated number of individuals served program- 360 360 wide (regardless of residence) Service-related outputs [Reported based on a count of actual services provided each month] Bed nights (40 beds x 90% fill rate x 365 nights) 13,140 13,140 Meals (Avg 500 meals per month) 6,000 6,000 Hours of Case Management (10 clients/month x 40 <0 4300 hours/month) Service Connections/Referrals (360 x 40%) 144 144 Service-related Output (Informational only; COT shelters required to track) Number of individuals turned away Track Track Memorandum(s) of Understanding: The City of Tacoma has created a coordinated and comprehensive system of care for individuals struggling with mental health and/or chemical dependency, funded under the 1% mental health chemical dependency sales tax revenue fund. The City of Tacoma requires Contractor to formalize its letter of support and enter into a memorandum of understanding (or Agency Agreement) with the following agency/program: MoU/Agency Agreement: Comprehensive Life Resources (Updated MOU completed by October 31, 2017) Cost Reimbursement ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 8 of 10 Form Date: 8/19/13,Contract payment is on a cost reimbursement basis. The program will be reimbursed for costs incurred during the contract period, to the extent that these costs fit within budgeted line items prescribed by the contract. Reimbursement requests must be submitted to the CITY after allowable costs have been incurred. Back-up documentation is necessary when requesting reimbursement in order to verify program expenses. Budget (Expenses charged to this contract) 2017-2018 Personnel SH9676 ‘Administration (Program Director .60 FTE) $73,896 Direat Service Staff (Overnight Counselors and Case Managers, up to 6 FTE) $345,780 Non-personnel $180,324 ‘Communication (cell phones for Beacon shelter staff) 35,670 Consumable Supplies 33,610 Transportation/Mileage (staff and Program Director $783 mileage to meetings in Olympia, trainings, etc.) Client Support (bus passes, court fees, GEDitest fees, IDibirth certificate costs, employment-related certificate $5,625 course costs, etc.) Snacks/Meals $12,336 Pest Control $8,000 Laundry (shelter bedding only) $45,459 ‘Space (fent to CLR for Drop-in Center, custodial) $39,696 Staff Training (LGBTQ, communities of color) $1,700 Consultation (Program Director with Oasis 90 minutes per 5 205 month @120/hr x 15 months) : Indirect Costs (10% of direct costs: AR, payroll, Senior Leadership) se Total | $600,000 ‘Amendment No, 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-In Center and Young Adult Overnight Shelter Page 9 of 10 Form Date: 8/19/13Exhibit B 2017-2018 MHSUD Homelessness & Household Stability Cost Reimbursement ject Wout aa Wong RE Drop Car & Youn AG ShaMerRavaea S001? ‘Operating Agency: Comunty You Servese PROJET REBURSEMENT REQUEST Projet Tern Janumy 12017 Rough Decenbar 31,2078 ‘iy Umbra Dept: NEIGHBORHOOD & COUML SERVICES = a w a Payment Number — 00) "oa Funds Bled by ‘Payment to: Community Youth Services: Reimbursement, erue hed Budget Reimbursable ests Wwough tno Request | 2tqlaie , | Aasneytndutng | Reming 5 a rand Bes rape cs) Boaget Te OTT Budget Personnel aniston Program Dreeor BOFTE) ESTE Ea Do SO TERED ret Serves St vara Coole an CASS Mage, ES 1 gausraan os aan un serie Non-Personnel Conrnricaton (Gl phones or Bescon Sheter sah $70.00 3000 $000 i000 $5700 Consumable Supe $3 510.0 S000 000 00 $551000 “Transpotatonleage at and Progam Drea mileage SSS Traparaterten $793.00 $000 $000 $0.00 $783.00 (lent Support bus passes, cour tees, GEDRea es, Dit crate costs, emplayment-related certificate course costs, etc.) Sarna 000 mh, sum placa Sracke Meal HEIST 00 DD DD TERS Pest Contd $4,000.00 $000 S000 $000 $8,000.00 aun ( shebang oh $45 489.00 S100 $200 S000 35 489.00 Space (ent to CLR for Oop n Caner, cio) $95,596.00 $39 600.00 Sia Taring (LOBTG, communes of esa) S700 amo EST) E10) $1,700.00 Constation (Pera Diectr wih Ons 90 RAGS Par Ton TIO | — sa 09.99 ae ‘ements * £ Inert Costs (1 of det cost HR, pawol, Seir Leadership) 354 848.00 S00 som 00 35500 “Tora $500,000.) $000 $00 $000 $00,00.00 "AGENCY: certify tat the materials ave Boon Turhished, eServices rendered or the labor performed as described, and thatthe claims just, duis and inpaid obligation ‘against the City of Tacoma. “NOTE: Supporting financial documentation roqured fr all requested reimbursement. Prepared by: City of Tacoma Contract & Program Auditor: Date Prepared: City of Tacoma Accountant Director’ Signature City of Tacoma Management ‘Amendment No. 2 to 2017-2018 Mental Health Substance Use Disorder Fund Agreement Youth & Young Adult Drop-in Center and Young Adult Overnight Shelter Page 10 of 10 Form Date: 8/19/13,