CFDA#14.218

CFDA#14.235

EXHIBIT A

AGREEMENT NO.

OMNIBUS CONTRACT BETWEEN

CITY OF PORTLAND, BUREAU OF HOUSING AND COMMUNITY DEVELOPMENT

AND CASCADIA BEHAVIORAL HEALTHCARE, INC.

for Homeless Services

This agreement for services (Agreement) is between the City of Portland, acting through its Bureau of Housing and Community Development (City) and Cascadia Behavioral Healthcare, Inc. (Cascadia) (SUBRECIPIENT).

This agreement consists of the following sections:

Part A: Agreement                  Page 1

Table A: Contracted Service Programs            Page 2

Part B: General Terms and Conditions            Page 2

Exhibits: Program Descriptions              Page 9

 PART A: AGREEMENT

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

2.  COMPENSATION: City shall pay Cascadia monthly for provision of services, upon receipt of invoice documenting expenditures. Total compensation under this Agreement shall not exceed FIVE HUNDRED, TWENTY-ONE THOUSAND, SEVEN HUNDRED AND FIFTY-SIX DOLLARS ($521,756).

3.  TERM.  Cascadia’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.

Dated this _____________________ of ______________________, 2002.

CITY OF PORTLAND      CASCADIA BEHVIORAL HEALTHCARE, INC.

___________________        ____________________

Erik Sten              Leslie Ford

Commissioner of Public Affairs    Chief Executive Officer

APPROVED AS TO FORM:

_____________________

Jeffrey L. Rogers

City Attorney

 TABLE A: CONTRACTED SERVICE PROGRAMS

CONTRACT #:

 PART B: GENERAL TERMS AND CONDITIONS

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

5.  WORKERS' COMPENSATION INSURANCE

A. CASCADIA, 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. CASCADIA further agrees to maintain worker's compensation insurance coverage for the duration of this Agreement.

B. In the event CASCADIA’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 CASCADIA believes itself to be exempt from the worker's compensation insurance coverage requirement of subsection (A) ,CASCADIA 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.

6.  INDEMNIFICATION.

To the extent permitted by Oregon Tort Claim Act and the Oregon Constitution, CASCADIA 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 CASCADIA’s work or any subcontractor's work under this Agreement.

7.  LIABILITY INSURANCE.

A. CASCADIA shall maintain public liability and property damage insurance that protects CASCADIA 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 CASCADIA’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, CASCADIA shall provide a new policy with the same terms. CASCADIA 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 CASCADIA.

B. CASCADIA 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, CASCADIA shall furnish a declaration that CASCADIA 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 CASCADIA 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.

9.  EARLY TERMINATION.

A. Termination for Convenience: In accordance with 24 CFR 85.44, the City and CASCADIA may terminate this Agreement at any time by mutual written agreement. If the Agreement is terminated by the City as provided herein, CASCADIA 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 CASCADIA 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, CASCADIA shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if CASCADIA 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 CASCADIA 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 CASCADIA under this Agreement shall, at the option of the City, become the property of the City, and CASCADIA shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

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

C. Enforcement and Remedies: In the event of termination under section B. hereof by the City due to a breach by CASCADIA, 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 CASCADIA hereunder plus the remaining unpaid balance of the compensation provided herein, then CASCADIA 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 CASCADIA under sections B and C hereof for a breach shall not be exclusive. The City and CASCADIA 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 CASCADIA an opportunity for an administrative appeal to the Bureau Director.

10.  AGREEMENT CHANGES. The City or CASCADIA 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 CASCADIA’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 CASCADIA and supersedes all prior written or oral discussions or agreements.

13.  MAINTENANCE AND AUDIT OF RECORDS. CASCADIA shall maintain fiscal records on a current basis to support its billings to the City. CASCADIA 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 CASCADIA regarding its billings or its work hereunder.

The City, either directly or through a designated representative, may audit the records of CASCADIA at any time during this 4 year period. If an audit discloses that payments to CASCADIA were in excess of the amount to which CASCADIA was entitled, then CASCADIA 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 CASCADIA’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 CASCADIA 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 CASCADIA for four years after the City makes final payments and all other pending matters are closed.

16.  REPORTING REQUIREMENTS. CASCADIA 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, CASCADIA shall comply with all applicable federal, state, and local laws and regulations. In the event that CASCADIA provides goods and services to the City in the aggregate in excess of $2,500 per fiscal year, CASCADIA agrees it has certified with the City’s Equal Employment Opportunity certification process. For Community Development Block Grant funded projects, CASCADIA 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. CASCADIA 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, CASCADIA agrees as follows:

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

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

E. CASCADIA 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, CASCADIA 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.

23.  EXPIRATION/REVERSION OF ASSETS.

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

B. For Emergency Shelter Grant funded projects, the CASCADIA 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 CASCADIA’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. CASCADIA 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. CASCADIA 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.

CASCADIA 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 CASCADIA of its obligation, if any, to require payment of the higher wage. CASCADIA 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. CASCADIA 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. CASCADIA 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. CASCADIA 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. CASCADIA 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. CASCADIA 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 CASCADIA, 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, CASCADIA agrees to complete and submit Standard Form-LLL "Disclosure Form to Report Lobbying," in accordance with its instructions.

CASCADIA 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. CASCADIA 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. CASCADIA 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 CASCADIA. CASCADIA is required to attend general training on City and Federal requirements and other project specific training as appropriate.

EXHIBIT A

COMMUNITY DEVELOPMENT BLOCK GRANT

Bridgeview Community

I.  AUTHORITY

The provision of services and housing options, including emergency shelter and transitional housing, 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 (CDBG) funds that can be used for shelter, transitional housing and support services for persons who are homeless. Cascadia administers a variety of housing and service programs for persons who are homeless.

II.  SCOPE OF SERVICES

Cascadia will oversee the delivery of CDBG-funded transitional housing and services for the homeless chronically mentally ill at the Bridgeview (NW Everett and Broadway).

Cascadia will provide shelter for 58 individuals (48 short-term emergency SRO beds with 24 hour supervision, and 10 long-term beds with the capacity to provide on-site intervention.) City CDBG funds totaling $252,360 will be used to pay for services and beds at the Bridgeview.

Cascadia will participate in the homeless database including planning for the Homeless Management Information System.

III. PERFORMANCE MEASURES

A.  SUBRECIPIENT will track and report on the achievement of the following levels of service (outputs) during the period of this agreement:

②  100 individuals will be housed at Bridgeview during the year

②  48 contiguous rooms, maintained in safe, sanitary order, will be available for Bridgeview residents throughout the fiscal year

②  90% of the beds will be utilized

②  Provide 21,170 meals to residents

B.  SUBRECIPIENT will track and report on the achievement of the following accomplishments during the period of this agreement.

②  50% of the individuals leaving Bridgeview will be housed in permanent or transitional housing

②  70 % of those individuals placed in permanent housing will remain in a stable housing situation six months after placement

②  70% of the residents will demonstrate maintenance or improvement in ability to function in the community, as indicated on the Multnomah Community Ability Scale

IV.  REPORTING REQUIREMENTS

A.  Cascadia 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

•  Performance data related to Section II

•  Narrative, including activities related to Homeless Single Adult Enhancement Plan.

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.

V.  COMPENSATION AND METHOD OF PAYMENT

A.  The SUBRECIPIENT will be compensated for the above described services. The payment shall be full compensation for work performed, for services rendered, and for all labor, materials, supplies, equipment, and incidentals necessary to perform the work and service.

B.  No funds under this Agreement may be used to purchase non-expendable personal property or equipment, either by the SUBRECIPIENT or any subcontractors with whom the SUBRECIPIENT enters into agreements without prior written permission from the CITY Project Manager. Funds may be used to pay for lease or rental costs of equipment, pro-rated to reflect the use of said equipment by CITY-funded programs.

C.  IT IS AGREED THAT TOTAL COMPENSATION UNDER THIS AGREEMENT SHALL NOT EXCEED TWO HUNDRED AND FIFTY-TWO THOUSAND, THREE HUNDRED AND SIXTY ($252,360) OF CDBG FUNDS.

VI.  CITY Project Manager

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.

Attachment A-1

Project Report for Bridgeview Community

BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

1. Gender

2. Race

3. Ethnicity

4. Age

5. Other Characteristics

*Totals Should Equal

Project Report for Bridgeview Community

Outcome and Reporting Data

Reporting Period From: ____________ To: ____________

Agency Specific

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

Shared Outcomes

***These are cumulative over the quarters

Narrative:

On a separate page, please include as applicable:

▪  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

▪  Examples of how homeless and formerly homeless people influence your work

▪  Any other useful information

Attachment A-2

CASCADIA

BUREAU OF HOUSING AND COMMUNITY DEVELOPMENT

REQUEST FOR PAYMENT*

Request For Payment #__________

Billing Period: ______________________________

Bridgeview Community

Community Development Block Grant

Please attach detailed information as specified in the contract

Total Amount Requested _________________

Prepared By ______________________________________ Phone No. _________________

Approved By _____________________

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

Attachment A-3

CASCADIA BRIDGEVIEW COMMUNITY

BUDGET DETAIL

FY02-03

EXHIBIT B

McKinney Supportive Housing Program Funds

Housing Placement for Homeless People with Mental Illness

I.  AUTHORITY

The provision of services and housing placement for homeless people with mental illness is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has McKinney Supportive Housing Program funding that is used to provide support services and housing programs for persons who are homeless. Cascadia administers a variety of housing and service programs for persons who are homeless and mentally ill.

II.  SCOPE OF SERVICES

Cascadia will provide the following services:

A.  Provide services to clients of the Bridgeview Community other homeless mentally ill individuals in Portland’s downtown community at Cascadia Westside and in East County.

B.  Provide thorough client assessment and housing readiness assessment.

C.  Assist clients in overcoming bureaucratic challenges.

D.  Help clients to apply for subsidies, move-in cost assistance and other subsidies.

E.  Help clients develop housing goals and provide ongoing housing counseling.

F.  Develop a housing plan for each participant, including access to tenant-based and project-based rental assistance.

G.  Assist clients in completing applications and in negotiating waiting list process.

H.  Coordinate with psychiatric staff, case managers and/or therapists to determine appropriate support services.

I.  Provide access to housing funds.

J.  Work with property management companies to maximize resources

K.  Provide education about mental illness to building managers and maintenance staff.

L.  Advocate for individual clients in housing crisis.

M.  Refer clients to Cascadia’s outreach workers (Community Residential Unit) or Bridgeview skills trainer for additional support.

N.  Problem solve with landlords to prevent evictions.

O.  Respond to immediate community needs by providing emergency relocation plans and networking with housing advocates.

P.  Conduct Ready to Rent classes for individuals with poor rental history.

Q.  Participate in Homeless database, including planning for Homeless Management Information System

III.  PERFORMANCE MEASURES

A.  Cascadia 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:

•  Provide housing placement services to 200 homeless individuals

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

•  75% will maintain housing for 3 months

•  50% will maintain housing for 6 months

•  40% will maintain housing for 12 months

•  100% of all served will make application for financial assistance

•  85% of the participants will participate in the treatment planning process, initiate treatment goals, and work toward completion of those goals as measured by their signature on the six month review and annual treatment plan and by recorded information regarding their participation

IV.  REPORTING REQUIREMENTS

A.  Cascadia 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

•  Performance data related to Section III

•  Narrative, including responses to questions on progress with Enhancement Plan implementation.

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.  Cascadia will complete a draft HUD required Annual Progress Report attached as Attachment “B-2”to the City of Portland by August 31, 2002 and August 31, 2003 for funds received under the SHP.

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-3” 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.

V.  COMPENSATION AND METHOD OF PAYMENT

A.  The City will reimburse Cascadia for expenses in accordance with the budget “Attachment B-4” upon receipt of an itemized statement of expenditures. Cascadia will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B.  All funds received by Cascadia, 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 SEVENTY-NINE THOUSAND, SIX HUNDRED AND NINETY-SEVEN DOLLARS ($79,697) OF MCKINNEY SUPPORTIVE HOUSING PROGRAM FUNDS.

VI.  CITY PROJECT MANAGER

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.

Attachment B-1

Project Report for Cascadia Housing Placement Program

BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

1. Gender

2. Race

3. Ethnicity

4. Age

5. Other Characteristics

*Totals Should Equal

Project Report for Cascadia Housing Placement Program

Outcome and Reporting Data

Reporting Period From: ____________ To: ____________

Agency Specific

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

Shared Outcomes

***These are cumulative over the quarters

Narrative:

On a separate page, please include as applicable:

•  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

•  Examples of how homeless and formerly homeless people influence your work

•  Any other useful information

Attachment B-2

OMB Approval No. 2506-0145 (exp.4/30/2003)

U. S. Department of Housing

and Urban Development

Office of Community Planning

and Development

Annual Progress Report (APR)

for

Supportive Housing Program

Shelter Plus Care

and

Section 8 Moderate Rehabilitation

for Single Room Occupancy

Dwellings (SRO) Program

Check the component for the program on which you are reporting.

Summary of the project: (One or two sentences with a description of population, number served and accomplishments this operating year)

This grant provides transitional housing to a population of homeless single adults. Some of the adults live with spouses, partners or roommates, but none have children with them. During the program year 101 people were served in this program.

Part I: Project Progress

1.  Projected Level of Persons to be served at a given point in time. (from the application, SHP- Sec. F; SPC- Sec. C;SRO- Sec. D)

2.  Persons Served during the operating year.

3.  Project Capacity.

4.  Non-homeless persons. This question is to be completed for Section 8 SRO projects.

5.  Age and Gender. Of those who entered the project during the operating year, how many people are in the following age  and gender categories?

Answer questions 6 - 10 only for participants who entered the project during the operating year (from 2b, columns 1 & 2). The term participant means single persons and adults in families. It does not include children or caregivers. NOTE: The total for questions, 7, 8 and 10 below should be the same; respond to each of those questions for all participants.

6.  Veterans Status. A veteran is anyone who has ever been on active military duty status.

7.  Ethnicity. How many participants are in the following ethnic categories?

8.  Race. How many participants are in the following racial categories?

9.  Special Needs. How many participants have the following? Participants

may have more than one. If so, count them in all applicable categories.

10.  Prior Living Situation. How many participants slept in the following places

in the week prior to entering the project? (Choose one)

*If a participant came from an institution but was there less than 30 days and was living on the street or in

emergency shelter before entering the treatment facility, he/she should be counted in either the street or shelter

category, as appropriate.

Complete questions 11 - 15 for all participants who left during the operating year (from 2c, columns 1 and 2). The term participant means single persons and adults in families. It does not include children or caregivers.

11.  Amount and Source of Monthly Income at Entry and at Exit. Of those participants who left during the operating year, how many

participants were at each monthly income level and with each source of income?

12.  Length of Stay in Program. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many were in the project for the following lengths of time?

13.  Reasons for Leaving. Of those participants who left the project during the operating year (from 2c, columns 1 and 2), how many

left for the following reasons? If a participant left for multiple reasons, include only the primary reason.

14.  Destination. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many left for

the following destination?

15.  Supportive Services. Of those participants who left during the operating year (from 2, columns 1 and 2), how

many received the following supportive services during their time in the project?

16.  Overall Program Goals. Under Objectives, list your measurable objectives for this operating year (from your application, Technical

Submission, or APR) for each of the three goals listed below. Under Progress, describe your progress in meeting the objectives. Under Next Operating Year’s Objectives, specify the measurable objectives for the next operating year.

a.  Residential Stability

Objectives:  

 Progress:

 Next Operating Year’s Objectives:

b.  Increased Skills or Income

 Objectives:    

 Progress:

 Next Operating Year’s Objectives:

c.  Greater Self-determination

 Objectives:

 Progress:

 Next Operating Year’s Objectives:

17.  Beds. SHP recipients answer 17a. S+C recipients answer 17b. SRO recipients answer 17c. (SHP-SSO projects do

not complete this question)

a.  SHP. How many beds were included in the application approved for this project under ‘Current Level’ and under ‘New Effort’?

How many of these New Effort beds were actually in place at the end of the operating year?

Current Level      New Effort        New Effort in Place

Number of Beds:      30                        30

b. S+C. How many beds and dwelling units were being assisted with project funds at the end of the operating year?

(Include beds for all participants, other family members, and care givers.)

Number of Beds:             

Number of Dwelling Units:         

c.  SRO. How many dwelling units were being assisted at end of the operating year?

(Include units occupied by “in place” non-homeless persons who qualify for assistance.)

Number of Dwelling Units:         

Part II: Financial Information

18. Supportive Services.

For Supportive Housing (SHP), this exhibit provides information to HUD on how SHP funding for supportive services was spent during the operating year. Enter the amount of SHP funding spent on these supportive services.

For Shelter Plus Care (S+C), this exhibit tracks the supportive services match requirement. Specify the value of supportive services from all sources that can be counted as match that all homeless persons received during the operating year. (S+C grantees should keep documentation on file, including source, amount, and type of supportive services.)

For Section 8 SRO, this exhibit provides information to HUD on the value of supportive services received by homeless persons during the operating year.

19. Supportive Housing Program: Leasing, Supportive Services, Operating Costs and Administration

All grantees receiving funding under the Supportive Housing Program must complete these charts each operating year. For expansion projects: If SHP grant funds are for the expansion of a pre-existing homeless facility, only the people and expenditures for the additional expansion may be included, as in the original application or any grant amendments. Documentation of resources used is not required to be submitted with this report but should be kept on file for possible inspection by HUD and Auditors. Do not include any expenditures made before the SHP grant was executed.

Summary of Expenditures. Enter the amount of SHP grant funds and cash match expended during the operating year for each activity.

Note: Payments of principal and interest on any loan or mortgage may not be shown as an operating expense.

Sources of Cash Match. Enter the sources of cash identified in the Cash Match column, above, in the following

categories. Use additional sheets, an necessary.

20. Supportive Housing Program: Acquisition, Rehabilitation, and New Construction

All grantees that received SHP funds for acquisition, rehabilitation, or new construction must complete these charts in the year one APR

only. This exhibit will demonstrate to HUD that the grantee has contributed enough cash to at least equally match the amount of SHP funds spent for acquisition, rehabilitation, or new construction. Documentation that matching funds were provided is not required to be submitted with this report but should be kept on file for possible inspection by HUD and Auditors.

Summary of Expenditures. Enter the amount of SHP grant funds and cash match expended during the operating year for each activity.

Cash Match. Enter the sources of cash identified in the Cash Match column, above, in the following categories. Use

additional sheets, as necessary.

Describe any problems and/or changes implemented during the operating year.

Technical Assistance and Recommendations

Based on your experience during the last year, are there any areas in which you need technical advice or assistance? If so, please describe.

Attachment B-3

CASCADIA

BUREAU OF HOUSING AND COMMUNITY DEVELOPMENT

REQUEST FOR PAYMENT*

Request For Payment #__________

Billing Period: ______________________________

Housing Placement Program

McKinney SHP

Please attach detailed information as specified in the contract

Total Amount Requested _________________

Prepared By ______________________________________ Phone No. _________________

Approved By _____________________

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

Attachment B-4

CASCADIA

BUDGET FOR HOUSING PLACEMENT

FY02-03

EXHIBIT C

McKinney Supportive Housing Program Funds

Transitional Housing for Homeless Mentally Ill People - Leasing

I.  AUTHORITY

The provision of transitional for homeless people with mental illness is a major goal of the City of Portland and part of the City of Portland Consolidated Plan. The City has McKinney Supportive Housing Program funding that is used to provide support services and housing programs for persons who are homeless. Cascadia administers a variety of housing and service programs for persons who are homeless and mentally ill.

III.  SCOPE OF SERVICES

Cascadia will provide the following services:

A.  Provide transitional housing to clients of the Bridgeview Community other homeless mentally ill individuals in Portland’s downtown community at Cascadia Westside and in East County.

B.  Provide thorough client assessment and housing readiness assessment.

C.  Assist clients in overcoming bureaucratic challenges.

D.  Help clients to apply for subsidies, move-in cost assistance and other subsidies.

E.  Help clients develop housing goals and provide ongoing housing counseling.

F.  Develop a housing plan for each participant, including access to tenant-based and project-based rental assistance.

G.  Assist clients in completing applications and in negotiating waiting list process.

H.  Coordinate with psychiatric staff, case managers and/or therapists to determine appropriate support services.

I.  Provide education about mental illness to building managers and maintenance staff.

J.  Advocate for individual clients in housing crisis.

K.  Problem solve with landlords to prevent evictions.

L.  Participate in Homeless database, including planning for Homeless Management Information System

III.  PERFORMANCE MEASURES

A.  Cascadia 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:

•  Provide transitional housing for at least 20 homeless individuals.

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

•  75% will maintain housing for 3 months

•  60% will maintain housing for 6 months

•  50% will maintain housing for 12 months

•  100% of all served will make application for financial assistance

•  85% of the participants will participate in the treatment planning process, initiate treatment goals, and work toward completion of those goals as measured by their signature on the six month review and annual treatment plan and by recorded information regarding their participation

IV.  REPORTING REQUIREMENTS

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

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

•  Performance data related to Section III

•  Narrative, including responses to questions on progress with Enhancement Plan implementation.

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.

D.  Cascadia will complete a draft HUD required Annual Progress Report attached as Attachment C-2 to the City of Portland by August 31, 2002 and August 31, 2003 for funds received under the Horizons SHP.

E.  Financial reports will be submitted monthly or within 30 days of the end of the reporting period using the invoice form attached as Attachment C-3 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.

V.  COMPENSATION AND METHOD OF PAYMENT

A.  The City will reimburse Cascadia for expenses in accordance with the budget “Attachment C-4” upon receipt of an itemized statement of expenditures. Cascadia will maintain documentation of all expenses and make such records available for inspection by the City upon request.

B.  All funds received by Cascadia, 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 TEN THOUSAND, TWO HUNDRED AND FIFTY DOLLARS ($10,250) OF MCKINNEY SUPPORTIVE HOUSING PROGRAM FUNDS.

VI.  CITY PROJECT MANAGER

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.

Attachment C-1

Project Report for Cascadia Transitional Housing Leasing

BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

1. Gender

2. Race

3. Ethnicity

4. Age

5. Other Characteristics

*Totals Should Equal

Project Report for Transitional Housing Leasing

Outcome and Reporting Data

Reporting Period From: ____________ To: ____________

Agency Specific

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

Shared Outcomes

***These are cumulative over the quarters

Narrative:

On a separate page, please include as applicable:

•  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

•  Examples of how homeless and formerly homeless people influence your work

•  Any other useful information

Attachment C-2

OMB Approval No. 2506-0145 (exp.4/30/2003)

U. S. Department of Housing

and Urban Development

Office of Community Planning

and Development

Annual Progress Report (APR)

for

Supportive Housing Program

Shelter Plus Care

and

Section 8 Moderate Rehabilitation

for Single Room Occupancy

Dwellings (SRO) Program

Check the component for the program on which you are reporting.

Summary of the project: (One or two sentences with a description of population, number served and accomplishments this operating year)

This grant provides transitional housing to a population of homeless single adults. Some of the adults live with spouses, partners or roommates, but none have children with them. During the program year 101 people were served in this program.

Part I: Project Progress

1.  Projected Level of Persons to be served at a given point in time. (from the application, SHP- Sec. F; SPC- Sec. C;SRO- Sec. D)

2.  Persons Served during the operating year.

3.  Project Capacity.

4.  Non-homeless persons. This question is to be completed for Section 8 SRO projects.

5.  Age and Gender. Of those who entered the project during the operating year, how many people are in the following age  and gender categories?

Answer questions 6 - 10 only for participants who entered the project during the operating year (from 2b, columns 1 & 2). The term participant means single persons and adults in families. It does not include children or caregivers. NOTE: The total for questions, 7, 8 and 10 below should be the same; respond to each of those questions for all participants.

6.  Veterans Status. A veteran is anyone who has ever been on active military duty status.

7.  Ethnicity. How many participants are in the following ethnic categories?

8.  Race. How many participants are in the following racial categories?

9.  Special Needs. How many participants have the following? Participants

may have more than one. If so, count them in all applicable categories.

10.  Prior Living Situation. How many participants slept in the following places

in the week prior to entering the project? (Choose one)

*If a participant came from an institution but was there less than 30 days and was living on the street or in

emergency shelter before entering the treatment facility, he/she should be counted in either the street or shelter

category, as appropriate.

Complete questions 11 - 15 for all participants who left during the operating year (from 2c, columns 1 and 2). The term participant means single persons and adults in families. It does not include children or caregivers.

11.  Amount and Source of Monthly Income at Entry and at Exit. Of those participants who left during the operating year, how many

participants were at each monthly income level and with each source of income?

12.  Length of Stay in Program. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many were in the project for the following lengths of time?

13.  Reasons for Leaving. Of those participants who left the project during the operating year (from 2c, columns 1 and 2), how many

left for the following reasons? If a participant left for multiple reasons, include only the primary reason.

14.  Destination. Of those participants who left during the operating year (from 2c, columns 1 and 2), how many left for

the following destination?