City Auditor - City Recorder - Council Ordinance - 176653 Central City Concern homeless services contract

This agreement for services (Agreement) is between the City of Portland, acting through its Bureau of Housing and Community Development (City) and Central City Concern (CCC) (SUBRECIPIENT).

1. DESCRIPTION OF SERVICES. CCC will provide the services included in Table A: Contracted Service Programs, and the related Exhibits.

2. COMPENSATION: City shall pay CCC monthly for provision of services, upon receipt of invoice documenting expenditures. Total compensation under this Agreement shall not exceed FIVE HUNDRED, FORTY-ONE THOUSAND, SIX HUNDRED AND FORTY-TWO ($541,642).

3. TERM. CCC’s services will begin on July 1, 2002 and terminate June 30, 2003.

In witness whereof, the parties hereto have caused this Agreement to be executed by their authorized officers.

Program

Funding

Source

Funding

Level

Exhibit

Alcohol and Drug Free Community

ESG

$275,790

Employment Services

$52,848

Emergency Shelter

$6,000

SRO Maintenance

CDBG

$207,004

TOTAL $541,642

1. FUNDS AVAILABLE. City certifies that sufficient funds are available and authorized to finance the costs of this Agreement. In the event that funds cease to be available to City in the amounts anticipated, City may terminate or reduce contract funding or change the scope of services accordingly. City will notify CCC as soon as it receives notification from funding source.

2. INDEPENDENT CONTRACTOR STATUS. The Subrecipient is engaged as an independent contractor and will be responsible for any federal, state, or local taxes and fees applicable to payments hereunder.

The Subrecipient and its subcontractors and employees are not employees of the City and are not eligible for any benefits through the City, including without limitation, federal social security, health benefits, workers' compensation, unemployment compensation, and retirement benefits.

3. CONFLICTS OF INTEREST. No City officer or employee, during his or her tenure or for one year thereafter, shall have any interest, direct, or indirect, in this contract or the proceeds thereof.

No board of director member or employee of the Subrecipient, during his or her tenure or for one year thereafter, shall have any interest, direct, or indirect, in this contract or the proceeds.

No City Officer or employees who participated in the award of this contract shall be employed by the Subrecipient during the contract.

On CDBG-funded projects, the Subrecipient shall further comply with the conflict of interest provisions cited in 24 CFR 570.611.

4. SUBCONTRACTS AND ASSIGNMENT. CCC shall not subcontract its work under this Agreement, in whole or in part, without the written approval of the City. CCC shall require any approved subcontractor to agree, as to the portion subcontracted, to fulfill all obligations of CCC as specified in this Agreement, including being responsible for adhering to all regulations cited within this Agreement. Notwithstanding City approval of a subcontractor, CCC shall remain obligated for full performance hereunder, and the City shall incur no obligation other than its obligations to CCC hereunder. CCC agrees that if subcontractors are employed in the performance of this contract, CCC and its subcontractors are subject to the requirements and sanctions of ORS Chapter 656, Workers Compensation. CCC shall not assign this contract in whole or in part or any right or obligation hereunder, without prior written approval of the City.

A. CCC, its subcontracts, if any, and all employers working under this Agreement are subject employers under the Oregon Worker's compensation law and shall comply with ORS 656.017, which requires them to provide worker's compensation coverage for all their subject workers. A certificate of insurance, or copy thereof, shall be attached to this Agreement and shall be incorporated herein and made a term and part of this Agreement. CCC further agrees to maintain worker's compensation insurance coverage for the duration of this Agreement.

B. In the event CCC’s worker's compensation insurance coverage is due to expire during the term of this Agreement, the SUBRECIPIENT agrees to timely renew its insurance, either as a carrier-insured employer or a self-insured employer as provided by Chapter 656 of the Oregon Revised Statutes, before its expiration, and the SUBRECIPIENT agrees to provide the City of Portland such further certification of worker's compensation insurance as renewals of said insurance occur.

C. If CCC believes itself to be exempt from the worker's compensation insurance coverage requirement of subsection (A) ,CCC agrees to accurately complete the City of Portland's Questionnaire for Worker's Compensation Insurance and Qualification as an Independent Contractor prior to commencing work under this Agreement. In this case, the Questionnaire shall be attached to this Agreement and shall be incorporated herein and made a term and part of this Agreement. Any misrepresentation of information on the Questionnaire by the Contractor shall constitute a breach of this Agreement. In the event of breach pursuant to this subsection, City may terminate the agreement immediately and the notice requirement contained in subsection (B) TERMINATION FOR CAUSE, hereof shall not apply.

To the extent permitted by Oregon Tort Claim Act and the Oregon Constitution, CCC shall hold harmless, defend, and indemnify the City and the City’s officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs) brought against any of them arising from the CCC’s work or any subcontractor's work under this Agreement.

A. CCC shall maintain public liability and property damage insurance that protects CCC and the City and its officers, agents, and employees from any and all claims, demands, actions, and suits for damage to property or personal injury, including death, arising from CCC’s work under this contract. The insurance shall provide coverage for not less than $200,000 for personal injury to each person, $500,000 for each occurrence, and $500,000 for each occurrence involving property damages; or a single limit policy of not less than $500,000 covering all claims per occurrence. The limits of the insurance shall be subject to statutory changes as to maximum limits of liability imposed on municipalities of the state of Oregon during the term of the agreement. The insurance shall be without prejudice to coverage otherwise existing and shall name as additional insureds the City and its officers, agents, and employees. Notwithstanding the naming of additional insureds, the insurance shall protect each insured in the same manner as though a separate policy had been issued to each, but nothing herein shall operate to increase the insurer's liability as set forth elsewhere in the policy beyond the amount or amounts for which the insurer would have been liable if only one person or interest had been named as insured. The coverage must apply as to claims between insureds on the policy. The insurance shall provide that it shall not terminate or be canceled without 30 days written notice first being given to the City Auditor. If the insurance is canceled or terminated prior to completion of the contract, CCC shall provide a new policy with the same terms. CCC agrees to maintain continuous, uninterrupted coverage for the duration of the contract. The insurance shall include coverage for any damages or injuries arising out of the use of automobiles or other motor vehicles by CCC.

B. CCC shall maintain on file with the City Auditor a certificate of insurance certifying the coverage required under subsection (A). The adequacy of the insurance shall be subject to the approval of the City Attorney. Failure to maintain liability insurance shall be cause for immediate termination of this agreement by the City.

In lieu of filing the certificate of insurance required herein, CCC shall furnish a declaration that CCC is self-insured for public liability and property damage for a minimum of the amounts set forth in ORS 30.270.

8. OREGON LAW AND FORUM. This Agreement shall be construed according to the law of the State of Oregon. Any litigation between the City and CCC arising under this contract or out of work performed under this Agreement shall occur, if in the state courts, in the Multnomah County court having jurisdiction thereof, and if in the federal courts, in the United States District Court for the State of Oregon.

A. Termination for Convenience: In accordance with 24 CFR 85.44, the City and CCC may terminate this Agreement at any time by mutual written agreement. If the Agreement is terminated by the City as provided herein, CCC will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of CCC covered by this Agreement less payments of compensation previously made.

B. Termination for Cause: In accordance with 24 CFR 85.43, if, through any cause, CCC shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if CCC shall violate any of the covenants, agreements, or stipulations of this Agreement, the city may avail itself of such remedies as cited in 24 CFR 85.43 by giving written notice to CCC of such action and specifying the effective date thereof at least 30 days before the effective date of such action. In such event, all finished or unfinished documents, data, studies, and reports prepared by CCC under this Agreement shall, at the option of the City, become the property of the City, and CCC shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

Notwithstanding the above, CCC shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Agreement by CCC, and the City may withhold any payments to CCC for the purpose of setoff until such time as the exact amount of damages due the City from CCC is determined.

C. Enforcement and Remedies: In the event of termination under section B. hereof by the City due to a breach by CCC, then the City may complete the work either itself or by agreement with another SUBRECIPIENT, or by a combination thereof. In the event the cost of completing the work exceeds the amount actually paid to CCC hereunder plus the remaining unpaid balance of the compensation provided herein, then CCC shall pay to the City the amount of the excess. Allowable costs shall be determined in accordance with 24 CFR 85.43(c).

The remedies provided to the City and CCC under sections B and C hereof for a breach shall not be exclusive. The City and CCC also shall be entitled to any other equitable and legal remedies that are available.

In the event of termination under section B, the City shall provide CCC an opportunity for an administrative appeal to the Bureau Director.

10. AGREEMENT CHANGES. The City or CCC may, from time to time, request changes in writing in the scope of services or terms and conditions hereunder. Such changes, including any increase or decrease in the amount of the CCC’s compensation, shall be incorporated in written amendments to this Agreement. Changes to the scope of work, budget line items, timing, reporting, or performance measures may be approved by the Project Manager. Significant changes to the scope of work, performance measures, or compensation must be approved by ordinance of the City Council.

11. SEVERABILITY. If any provision of this Agreement is found to be illegal or unenforceable, this Agreement nevertheless shall remain in full force and effect and the provision shall be stricken.

12. INTEGRATION. This Agreement contains the entire agreement between the City and CCC and supersedes all prior written or oral discussions or agreements.

13. MAINTENANCE AND AUDIT OF RECORDS. CCC shall maintain fiscal records on a current basis to support its billings to the City. CCC shall retain fiscal as well as all records relating to program and client eligibility for inspection, audit, and copying for 4 years from the date of completion or termination of this Agreement. The City or its authorized representatives shall have the authority to inspect, audit, and copy on reasonable notice and from time to time any records of CCC regarding its billings or its work hereunder.

The City, either directly or through a designated representative, may audit the records of CCC at any time during this 4 year period. If an audit discloses that payments to CCC were in excess of the amount to which CCC was entitled, then CCC shall repay the amount of the excess to the City.

14. MONITORING. The City, through the Bureau of Housing and Community Development, may monitor that portion of CCC’s project funded with Community Development Block Grant (CDBG), or Emergency Shelter Grant (ESG) funds. Such monitoring shall ensure that the operation of the project conforms to the provisions of this Agreement.

15. ACCESS TO RECORDS. The City, HUD, the Comptroller General of the United States, or any of their duly authorized representatives shall have access to any books, general organizational and administrative information, documents, papers, and records of CCC which are directly pertinent to this Agreement for the purpose of making audit or monitoring, examination, excerpts, and transcriptions. All required records must be maintained by CCC for four years after the City makes final payments and all other pending matters are closed.

16. REPORTING REQUIREMENTS. CCC shall report on its activities in a format and by such times as prescribed by the City.

17. PUBLICITY. Publicity regarding the project shall note participation of the City of Portland through its Bureau of Housing and Community Development.

18. COMPLIANCE WITH LAWS. In connection with its activities under this Agreement, CCC shall comply with all applicable federal, state, and local laws and regulations. In the event that CCC provides goods and services to the City in the aggregate in excess of $2,500 per fiscal year, CCC agrees it has certified with the City’s Equal Employment Opportunity certification process. For Community Development Block Grant funded projects, CCC shall carry out its activities in compliance with 24 CFR 570 Subpart K, excepting the responsibilities identified in 24 CFR 570.604 and 570.612. .

19. CONTRACT ADMINISTRATION. CCC shall comply with the applicable provisions of OMB Circular Nos. A-21, A-87, A-110, A-122, A-128, and with applicable provisions of 24 CFR Part 85 as described by 24 CFR 570.502(a) and 570.610.

20. NONDISCRIMINATION. During the performance of this Agreement, CCC agrees as follows:

A. CCC will comply with the non-discrimination provisions of Title VI of the Civil Rights Act of 1964 (24 CFR 1), Fair Housing Act (24 CFR 100), and Executive Order 11063 (24 CFR 107).

B. CCC will comply with prohibitions against discrimination on the basis of age under Section 109 of the Act as well as the Age Discrimination Act of 1975 (24 CFR 146), and the prohibitions against discrimination against otherwise qualified individuals with handicaps under Section 109 as well as Section 504 of the Rehabilitation Act of 1973 (24 CFR 8).

C. CCC will comply with the equal employment and affirmative action requirements of Executive Order 11246, as amended by Order 12086 (41 CFR 60).

D. CCC will undertake efforts to encourage the use of minority and women’s business enterprises as stated in Executive Orders 11625, 12432, and 12138.

E. CCC will make known that use of the facilities and services are available to all on a non-discriminatory basis.

21. PROGRAM INCOME/PERSONAL PROPERTY. For Community Development Block Grant-funded projects, CCC shall comply with provisions of 24 CFR 570.504 regarding program income. For all projects in this contract, program income shall be retained by the SUBRECIPIENT provided that it shall be used only for those activities identified in the Scope of Work, and shall be subject to all provisions of this contract.

22. FUND-RAISING. City-funded dollars may be used to cover expenses directly related to the contracted project. Costs associated with general agency fund-raising activities are not eligible. No Emergency Shelter Grant (ESG) fund dollars may be used to cover expenses associated with general agency fund raising activities not directly related to ESG-funded projects.

A. For Community Development Block Grant funded projects, CCC shall comply with the Reversion of Assets provision of 24 CFR 570.503(b)(8).

B. For Emergency Shelter Grant funded projects, the CCC shall transfer to the City any ESG funds on hand at the time of expiration and any accounts receivable attributable to the use of ESG funds. Any real property under CCC’s control that was acquired or improved in whole or in part with ESG funds in excess of $25,000 shall be disposed of in a manner which results in the City being reimbursed in the amount of the current fair market value of the property less any portion thereof attributable to expenditures of non-ESG funds for acquisition of, or improvement to, the property. Such reimbursement is not required after a five-year period after expiration of this Agreement.

24. LABOR STANDARDS. CCC agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis-Bacon Act, as amended, the provisions of Contract Work Hours, the Safety Standards Act, the Copeland Anti-Kickback Act (40 U.S.C. 276, 327-333) and all other applicable federal, state, and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. CCC shall maintain documentation which demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the City of Portland for review upon request.

CCC agrees that, except with respect to the rehabilitation or construction of residential property designed for residential use for less than eight (8) households, all SUBRECIPIENTs engaged under contracts in excess of $2,000 for construction, renovation, or repair of any building or work financed in whole or in part with assistance provided under this Agreement, shall comply with federal requirements adopted by the City of Portland pertaining to such agreements and with the applicable requirements of the regulations of the Department of Labor, under 29 CFR, Parts 3,15 and 7 governing the payment of wages and ratio of apprentices and trainees to journeymen; provided that if wage rates higher than those required under regulations are imposed by state or local law, nothing hereunder is intended to relieve CCC of its obligation, if any, to require payment of the higher wage. CCC shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirements of this paragraph, for such contracts in excess of $18,500.

25. MINIMIZING DISPLACEMENT. CCC assures that it will take all reasonable steps to minimize the displacement of persons as a result of this Agreement, and shall comply with the applicable provisions of 24 CFR 570.606 or 576.80. CCC agrees to comply with applicable City of Portland ordinances, resolutions and policies concerning displacement of individuals from their residences.

26. PROGRAM ACCESS BY THE DISABLED. CCC shall, to the maximum feasible extent, follow the Bureau of Housing and Community Development guidelines on ensuring interested persons can reasonably obtain information about, and access to, HUD-funded activities.

27. FLOOD DISASTER PROTECTION. CCC agrees to comply with the requirements of the Flood Disaster Protection Act of 1973 (P.L. 93-234) in regard to the sale, lease, or other transfer of land acquired, cleared, or improved under the terms of this Agreement, as it may apply to the provisions of this Agreement.

28. LEAD-BASED PAINT POISONING. CCC agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead-Based Paint Regulations at 24 CFR 570.608 and 24 CFR Part 35, and in particular, Sub-Part B thereof. Such regulations pertain to all HUD-assisted housing and require that all owners, prospective owners, and tenants or properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification shall point out the hazards of lead-based paint and explain symptoms, treatment, and precautions that should be taken when dealing with lead-based paint poisoning.

29. LOBBYING FOR FUNDS. No federal appropriated funds have been paid or will be paid, by or on behalf of CCC, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, CCC agrees to complete and submit Standard Form-LLL "Disclosure Form to Report Lobbying," in accordance with its instructions.

CCC shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreement) and that all subSUBRECIPIENTs shall certify and disclose accordingly.

30. CHURCH-STATE. CCC agrees to comply with the applicable provisions of 24 CFR 570.200(j) or 24 CFR 576.22 regarding the use of federal funds by religious organizations.

31. SECTION 3/TRAINING. CCC will comply with the training and employment guidelines of Section 3 of the Housing and Urban Development Act of 1968, as amended, (12 U.S.C. 1701a) and regulations pursuant thereto (24 CFR Part 135). The Bureau of Housing and Community Development will provide training for CCC. CCC is required to attend general training on City and Federal requirements and other project specific training as appropriate.

The provision of services and housing options, including alcohol and drug free transitional housing, is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has Emergency Shelter Grant funds that can be used to support services and housing programs for persons who are homeless. Central City Concern administers a variety of housing and service programs for persons who are homeless.

A. Provide and maintain 102 rooms which make up the Alcohol and Drug Free Community at the Estate and Danmoore Buildings.

B. Combine housing with alcohol and drug treatment so that residents can gain stability in housing, maintain abstinence from alcohol and other drugs, participate in treatment and recovery plans, and establish and maintain a positive support network.

C. Coordinate with the continuum of community recovery services through the Homeless Alcohol and Drug Intervention Network.

D. Monitoring activities such as laboratory fees for urinalysis to be certain program participants are remaining clean and sober while in program housing.

G. Participate in homeless data project including planning for Homeless Management Information System.

A. CCC will track and report on achievement of the following levels of service (outputs) by program and in the aggregate during the period of this agreement:

B. CCC will track and report on achievement of the following accomplishments (outcomes) during the period of this agreement:

• 60% of the participants will be clean and sober at discharge from the program

• 60% of the participants will be involved in their own recovery, completing substance abuse treatment and participating in an ongoing program of recovery

• 52% of participants will move from this supportive housing to mainstream housing, either an independent living situation or an established Alcohol and Drug Free Community

• 15% of the participants will begin to reenter the employment market while living in the Alcohol and Drug Free Community. Another 10% will become involved with employment counseling through the Central City Concern Workforce Program

• 14% of the participants will be able to pay a portion of their income toward program fees for this supportive housing

• Of those participants successfully completing the program, at 6 months after successful completion (housed and sober) 60% will be sober and living in stable housing

• Of those participants successfully completing the program, at 12 months after successful completion (housed and sober) 50% will be sober and living in stable housing

• Of those participants successfully completing the program, at 12 months after successful completion (housed and sober) 50% will be employed

A. CCC will submit program reports on a quarterly basis. Reports will be submitted using the report form attached as (Attachment A-1) will include:

• Demographic data regarding race/ethnicity, national origin, gender, and other characteristics

Program reports will be submitted within 30 days of the reporting period on the following dates: October 31, 2002, and January 31, 2003 and April 30 2003. A final report summarizing results and including cumulative data for the program is due July 31, 2003.

B. Financial reports will be submitted monthly or within 30 days of the end of the reporting period using the invoice form attached as (Attachment A-2) on the dates listed above or may be submitted monthly.

C. Late program reports will delay payment until the program report has been received by the CITY.

A. The City will reimburse CCC for expenses in accordance with the budget (Attachment A-3) upon receipt of an itemized statement of expenditures. The CCC will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B. All funds received by CCC, whether for actual or anticipated expenditures, must be disbursed within three (3) working days of receipt.

C. Any changes to the budget must be approved in writing by the City Project Manager before any expenditure of funds in new line items or amounts.

D. IT IS AGREED THAT TOTAL COMPENSATION UNDER THIS AGREEMENT SHALL NOT EXCEED TWO HUNDRED SEVENTY-FIVE THOUSAND, SEVEN HUNDRED AND NINETY DOLLARS ($275,790) OF ESG FUNDS.

A. The CITY Project Manager shall be Heather Lyons, or such person as shall be designated in writing by the Director of the Bureau of Housing and Community Development.

B. The CITY Project Manager is authorized to approve work and billings hereunder, to give notices referred to herein, to terminate this agreement as provided herein, and to carry out all other CITY actions referred to herein.

A. ESG funds may be used for rent, maintenance, insurance, utilities and furnishings and some staff salaries; No more than 10% of ESG may be used for staffing other than maintenance or security.

B. The space in the ADFC will be available for use as homeless transitional housing.

C. Homeless clients will be given assistance in obtaining appropriate supportive services, including permanent housing, medical health treatment, mental health treatment counseling, supervision, and other services essential for achieving independent living, as well as other Federal, State, local and private assistance available for such individuals.

D. Each subcontractor shall administer a policy designed to ensure that their facilities are free from the illegal use, possession or distribution of drugs or alcohol by its clients.

E. It has a procedure to ensure the confidentiality of victims of domestic and sexual violence.

F. Termination of assistance must be in accordance with a formal process. If an individual or family who receives assistance violates program requirements, the CCC/subcontractor may terminate assistance in accordance with a formal process established by the CCC/ subcontractor that recognizes the rights of individuals affected, which may include a hearing.

G. CCC provides, to the maximum extent practical, homeless individuals and families in operating facilities assisted under the ESG program, and in providing services for occupants of these facilities.

**Unduplicated YTD may not necessarily match the sum of the quarterly unduplicated count, since one client may be served in more than one quarter.

▪ Information regarding the program specific for the quarter that explains changes in performance

▪ Examples of increased collaboration with other organizations in the Homeless Single Adult System

▪ Examples of changes and improvements in flexibility and accountability within your program

▪ Examples of increased connectivity with organization in other (mainstream) service systems and housing

Following are three tables which you will need to add to your final report. Questions number one and two are only asking for an average or estimate. I would suggest you find a way to collect this data that is not too cumbersome, such as picking a block of time and only asking the question during that time period. Some of you may be uncomfortable asking about HIV status, so do your best estimate. Some of this information you may already have.

*NOTE: Please reproduce this form on agency letterhead or submit cover letter to this invoice that includes total requested and authorizing signature

Personnel TOTAL COSTS CITY FUNDS
ADFC Salaries/Wages	$117,776	$ 46,879
ADFC Taxes/Ben/Other	$33,919	$13,500
Personnel SUBTOTAL	$151,695	$60,379
Rent/Utilities/Materials & Indirect
Rent	$302,400	$215,411
Indirect	$40,246	$ 0
Other Materials/Services	$13,885	$ 0
TOTAL	$508,226	$275,790

The provision of services and housing options, including employment services to shelter residents, is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has General Funds that can be used to support services and housing programs for persons who are homeless. Central City Concern administers a variety of housing and service programs for persons who are homeless.

A. Career Service Coordinator will be at the Glisan Street Shelter for at least 20 hours a week, including participation in TPI’s weekly case management meetings when appropriate

B. A Career Service Coordinator will conduct on site employment assessments with all shelter residents referred by case managers, as well as any other CSC or shelter client who requests an assessment.

C. A Career Service Coordinator will link appropriate shelter residents with CCC’s workforce program or other workforce program.

D. A Career Service Coordinator will provide and document linkages with CCC workforce program.

E. CCC workforce program will provide TPI and PAAC documentation that the shelter resident has arrived.

F. CCC Workforce program will provide progress reports on all employment plans to TPI and PAAC case managers when requested.

G. Workforce program will report job status at 6 months to Career Service Coordinator to determine if job placement was successful.

H. When personnel issues surface between Transition Projects Inc. and Central City Concern, the following steps will be taken to resolve the situation

• If an informal approach is not successful, CCC will write a memorandum describing the problem and an approach to resolve the problem

• If these memorandums do not satisfactorily resolve the problem for either agency, CCC staff will meet with TPI staff to develop an agreement.

I. This position is managed through the supervisory structure at Central City Concern however Transition Projects is ultimately responsible for decisions about the facility.

A. CCC will track and report on achievement of the following levels of service (outputs) by program and in the aggregate during the period of this agreement:

B. CCC will track and report on achievement of the following accomplishments (outcomes) during the period of this agreement:

• 65% of all shelter residents placed in jobs are still successfully employed six months following placement

A. CCC will submit program reports on a quarterly basis. Reports will be submitted using the report form attached as Attachment B-1 will include:

• Demographic data regarding race/ethnicity, national origin, gender, and other characteristics

B. CCC will provide requested reports to TPI as they relate to shelter residents and other TPI clients receiving workforce services.

C. Financial reports will be submitted monthly or within 30 days of the end of the reporting period using the invoice form attached as “Attachment B-2” on the dates listed above or may be submitted monthly.

D. Late program reports will delay payment until the program report has been received by the CITY.

A. The City will reimburse CCC for expenses in accordance with the budget Attachment B-3 upon receipt of an itemized statement of expenditures. CCC will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B. All funds received by CCC, whether for actual or anticipated expenditures, must be disbursed within three (3) working days of receipt.

C. Any changes to the budget must be approved in writing by the City Project Manager before any expenditure of funds in new line items or amounts.

D. IT IS AGREED THAT TOTAL COMPENSATION UNDER THIS AGREEMENT SHALL NOT EXCEED FIFTY-TWO THOUSAND, EIGHT HUNDRED AND FORTY-EIGHT DOLLARS ($52,848) OF CITY GENERAL FUNDS.

A. The CITY Project Manager shall be Heather Lyons, or such person as shall be designated in writing by the Director of the Bureau of Housing and Community Development.

**Unduplicated YTD may not necessarily match the sum of the quarterly unduplicated count, since one client may be served in more than one quarter.

▪ Information regarding the program specific for the quarter that explains changes in performance

▪ Examples of increased collaboration with other organizations in the Homeless Single Adult System

▪ Examples of changes and improvements in flexibility and accountability within your program

▪ Examples of increased connectivity with organization in other (mainstream) service systems and housing

*NOTE: Please reproduce this form on agency letterhead or submit cover letter to this invoice that includes total requested and authorizing signature

Salaries/Wages (Attach Detail of positions/salaries)	34,390.00	34,390.00
Taxes/Benefits	9,714.00	9,714.00
SUBTOTAL	44,104.00	44,104.00
Rent
Communication	300.00	300.00
Equipment Rental
Office Supplies	550.00	550.00
Education/Training	1,100.00	1,100.00
Local Travel	750.00	750.00
Insurance	155.00	155.00
Contract Supplies	1,084.00	1,084.00
Other	620.00	620.00
SUBTOTAL	4,559.00	4,559.00
Capital Costs: Construction Acquisition
Indirect – 2000/2001 = 8.8% 2001/2002 = 8.6%	4,185.00	4,185.00
TOTAL BUDGET	52,848.00	52,848.00

The provision of services and housing options, including emergency winter shelter for homeless individuals, is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has General Funds that can be used to support services and housing programs for persons who are homeless. Central City Concern administers a variety of housing and service programs for persons who are homeless.

A. Provide overflow winter shelter for up to 30 people at the Estate when requested by the City of Portland by 2:00 in the afternoon for additional shelter that day.

B. Provide overflow winter shelter for up to 30 people at the Hooper Center (primarily for campers on the eastside) when requested by the City Portland by 2:00 in the afternoon for additional shelter that day.

F. Work with the City of Portland Homeless Services Coordinator to secure adequate volunteers for each shelter.

G. Referrals will be through CHIERS, Project Respond, JOIN and the Portland Police Bureau.

Shelter staff will contact the Homeless Services Coordinator the day following shelter services to report the number of people using the shelter and the gender breakdown.

A. The City will reimburse CCC for expenses in accordance with the following budget upon receipt of an itemized statement of expenditures. CCC will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B. All funds received by CCC, whether for actual or anticipated expenditures, must be disbursed within three (3) working days of receipt.

C. Any changes to the budget must be approved in writing by the City Project Manager before any expenditure of funds in new line items or amounts.

D. IT IS AGREED THAT TOTAL COMPENSATION UNDER THIS AGREEMENT SHALL NOT EXCEED SIX DOLLARS ($6,000) OF CITY GENERAL FUNDS.

A. The CITY Project Manager shall be Heather Lyons, or such person as shall be designated in writing by the Director of the Bureau of Housing and Community Development.

The availability of shelter and housing for homeless individuals, is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has Community Development Block Grant funds that can be used to support services, housing programs and facility maintenance for persons who are homeless. Central City Concern provides emergency repair and maintenance services to non-profit public facilities and residential hotels.

A. Subject to the provisions of this Section, CCC shall maintain the facilities listed in “Attachment D-4.”

1. Maintenance services shall include basic repairs and minor rehabilitation work described in Subsection I, but does not include the janitorial services described in Subsection J.

2. Inclusions or deletions to the facilities listed in Attachment E-4 must be approved in writing by the Bureau of Housing and Community Development.

3. Periodic meetings may be scheduled by the Contract Manager with representatives of the facilities listed in Attachment E-4 to monitor program usage and materials and services expenditures. Budget adjustments may be required during the contract period.

B. In addition to general maintenance activities, CCC shall be responsible for the following activities:

2. Provide supplies (i.e., toilet paper, soap, paper towels, etc.) for the public restroom located in the Estate Hotel.

C. Maintenance services may be provided at the following facilities, if such activities do not jeopardize services provided to the facilities listed in Attachment E-4: CCC's offices, Hooper Detox, Portland Alternative Healthcare Center.

D. CCC's operating expenses, which are over and above those listed on the attached budget, are not included in this agreement and shall not be funded through the HCD program. Other costs not provided for herein shall be paid for by other sources.

E. CCC shall use a process substantially in compliance with procedures outlined in this Subsection to prioritize work order requests:

1. Owners and lessees of facilities listed in “Attachment D-4” shall be notified that their facilities are eligible to receive the maintenance services authorized by this contract.

2. The Executive Director of CCC or his representative shall prioritize requests for services based on the health/ and safety needs of the facilities' residents or users.

3. The Executive Director of CCC or his representative shall establish a work schedule consistent with identified priorities.

4. CCC shall provide the services authorized by this contract equitably without any preference for facilities owned or operated by CCC.

5. Emergency repairs shall be given priority over scheduled maintenance and minor rehabilitation work.

F. CCC shall employ and assign maintenance workers to perform such maintenance, emergency repair and minor rehabilitation work at no cost to the owner or lessee.

G. CCC shall obtain Bureau of Housing and Community Development approval for any individual job or materials purchase estimated to cost $1,000 or more.

H. Materials and contract services funds may only be accessed when the complexity of work exceeds the capability of CCC's maintenance workers and/or the cost of needed materials or services is greater than the lessee of the affected facility can bear. When a request is made by the owner or lessee of any of the facilities to access the materials and services fund in excess of $1,000, the Contract Manager shall assist in reviewing the request and prioritizing use of the limited materials and services fund.

I. CCC shall provide the following repair and minor rehabilitation: installation of smoke detectors; repair or replacement of plumbing; replacement or repair of electrical wiring or the replacement of non-original fixtures; repainting of existing painted surfaces if destructive surface preparation treatments, including, but not limited to waterblasting, sandblasting, and chemical removal are not used; in-kind repair of deteriorated or damaged doors and windows (the City must approve replacement of an entire window sash); in-kind repair or replacement of deteriorated interior walls, ceilings, or stairs; repair or replacement of floor coverings in kitchens and baths and carpeting throughout the remaining interior spaces, and painting or refinishing of wood or concrete floors; rehabilitation of kitchens and baths if there are not structural changes that affect other parts of the structure; installation of mechanical equipment which does not affect the exterior of the building or require installation of new duct work throughout the interior; and installation of security devices including window and door locks and deadbolts.

J. CCC shall not use HCD resources, including maintenance workers' staff time, to provide janitorial services such as replacing fuses, changing light bulbs, collecting garbage or providing other light maintenance or cleanup activities.

K. CCC shall maintain an inventory of all equipment and materials with an acquisition cost of $300 or more per unit purchased with contract funds.

L. CCC shall send a written reminder to each non-profit organization operating a facility listed in “Attachment D-4.” The notice shall describe the program's scope of services and the process for requesting assistance. Notice shall be mailed to designated organizations on or before November 15, 2002 with copies to the City Project Manager.

CCC shall prepare and submit the following reports to the Bureau of Housing and Community Development:

• summary information on jobs completed by building or program for the quarter.

• a brief summary for each building or program with type of work performed; and any applicable narrative on program progress and results.

These reports are due 30 days after the end of the quarter on the following dates: October 31, 2002, and January 31, 2003 and April 30 2003.

2. A final report that estimates the number of individuals who benefited from this program as well as their age, race, ethnicity and gender using categories in the form in Attachment D-1. This report is due July 31, 2003.

3. Financial reports to be submitted monthly or within 30 days of the end of the reporting period using the invoice form attached as Attachment D-2 on the dates listed above or may be submitted monthly.

A. The City will reimburse CCC for expenses in accordance with the budget (Attachment D-3) upon receipt of an itemized statement of expenditures. CCC will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B. All funds received by the CCC, whether for actual or anticipated expenditures, must be disbursed within three (3) working days of receipt.

C. Any changes to the budget must be approved in writing by the City Project Manager before any expenditure of funds in new line items or amounts.

D. IT IS AGREED THAT TOTAL COMPENSATION UNDER THIS AGREEMENT SHALL NOT EXCEED TWO HUNDRED AND SEVEN THOUSAND AND FOUR DOLLARS ($207,004) OF CDBG FUNDS.

A. The CITY Project Manager shall be Heather Lyons, or such person as shall be designated in writing by the Director of the Bureau of Housing and Community Development.

Project Report for Central City Concern Homeless Facility Maintenance Program

*NOTE: Please reproduce this form on agency letterhead or submit cover letter to this invoice that includes total requested and authorizing signature

COSTS

Total Costs

City Funds

PERSONNEL

Salaries

123, 778

Payroll Taxes/Benefits

34,621

SUBTOTAL Wages and Benefits

158,399

MATERIALS & SERVICES

$ 1,005

Building Rent

$ 11,940

Utilities

$ 2,471

Vehicle Gas, Oil, and Repair

$ 3,345

Equipment Rental

$ 2,417

Insurance

$ 4,070

Communications

$ 6,874

SUBTOTAL Material & Serv.

$ 32,212

ADMIN

$ 16,393

TOTAL

$207,004

Participant Information	1^st Quarter	2^nd Quarter	3^rd Quarter	4^th Quarter	YTD
Households/Individuals

White
Black/African American
Asian
American Indian/Alaskan Native
Native Hawaiian/Other Pacific Islander
American Indian/Alaskan Native & White
Asian & White
Black/African American & White
American Indian/Alaskan Native & Black/African American
Other
Race Total*

0-17
18-21
22-30
31-50
51 and Over
Age Total*

Veteran
Employed
Female Headed Households
Disabled/Special Needs

	1^st Quarter	2^nd Quarter	3^rd Quarter	4^th Quarter	YTD
# of unduplicated Households/Individuals Served					**
# of rooms available
Average vacancy rate
# of residents who pay income toward program fees
# of residents who are successful (clean and sober) at discharge from the program
# of residents who successfully complete the program and move to stable housing
# of residents who successfully complete the program who reenter the employment market at discharge
# of residents who successfully complete the program who become involved with employment counseling
# of residents who are involved in their own recovery
# of residents who successfully complete the program who are clean and sober and housed at 6 months
# of residents who successfully complete the program who are clean and sober and housed at 12 months

Households/Individuals***	1^st quarter	1^st & 2^nd quarters	1^st, 2^nd, & 3^rd quarters	1^st, 2^nd, 3^rd, & 4^th quarters	Year End Goal
# Served
Permanent Housing Placements
Homeless Preventions
Retention 3 months
Retention 6 months
Retention 12 months
# with increased income

Males
Females
Gender Total*

Hispanic
Non-Hispanic
Ethnicity Total*

Males
Females
Gender Total*

Hispanic
Non-Hispanic
Ethnicity Total*