AMENDMENT NO. 1

Subrecipient Contract No. 38289

The above referenced Subrecipient Contract between the City of Portland (City) acting by and through its Bureau of Housing and Community Development (BHCD) and Salvation Army (Subrecipient) is hereby amended as follows:

Funding

Increase the contract by $268,686, for a contract total not to exceed $834,240 in General Funds. The additional funds have been allotted to expanding the SAFES program (Exhibit D) and providing funding for winter shelter (Exhibit E).

Section I.A, Scope of Services, is amended to read,

3.d)  Provide 50 beds as short-term emergency housing within a dormitory environment with a sleeping area for bunk-beds with lockers, adjoining bathrooms, showers, and a separate but adjoining lounge area. All spaces, including bathrooms are shared facilities. Laundry facilities will also be available. Clients can reside at the SAFE dorm for up to six months, with an anticipated short-term stay of one-two months. All services will be free to participants.

i.  Subrecipient shall adopt reasonable and low-barrier program admission criteria and referral procedures that assure timely access into available beds.

ii.  A minimum of sixteen beds will be set-aside for priority access for women who are identified through the City’s Vulnerability Index as Medically Vulnerable Persons.

iii.  An additional two beds may be set-aside for access by Portland Police Officers for nightly access (resulting in year round operation of 52 beds).

iv.  Terminations from the shelter will be limited to serious repeated behavioral issues or incidents which threaten the health and well being of other residents, shelter staff, or the woman and are unable to be able to be successfully resolved.

3.g)  Provide 5 months of Winter Shelter in the adjoining lounge for a minimum of 15 women/spaces (November through March 31). If SAFE staff determine that additional space can be reasonably provided during severe weather events for women who are homeless, then they will communicate this information to the City Project Manager.

3.h)  Develop and maintain a Memorandum of Understanding (MOU) with any and all providers with whom the Subrecipient opts to partner with for a set-aside guest bed(s) at the SAFE dorm. The MOU will include service coordination expectations and agreement on access and move-out process. A minimum of 50% of all shelter beds must remain open access for women.

i.  Where practicable, Subrecipient shall utilize a waiting list for assistance on a first-come, first-served basis in coordination with any partner providers for beds not specifically set aside for MVP.

ii.  Subrecipient shall coordinate with any primary partners and the City Contract Manager to determine any significant changes to referral or termination/exit procedures.

5.  Subrecipient staff shall provide primary housing placement and retention support services for all women (A minimum of 3.4 FTE housing case managers will be assigned to perform these services, with an additional full-time housing case manager during the winter season), except those women served via Partner agencies outlined in any MOU’s. Services shall include:

a)  Thorough client assessment, including identification of barriers, and assist clients in overcoming housing barriers.

b)  Assist clients to develop written permanent housing goals and provide ongoing housing counseling and support.

c)  Permanent housing placement.

d)  Retention support after placement into permanent housing.

e)  Eviction prevention services.

f)  Tracking and reporting on outcomes.

Section II.A, Performance Measures, is amended to read,

A.  Subrecipient shall track and report on achievement of the following levels of service (outputs) by program and in the aggregate during the period of this Contract:

1.  Year Round Housing Program:

a)  188 Unduplicated women served with emergency housing

b)  100% of women offered support services during stay in shelter

c)  100% of women offered home-based retention support services after placement into permanent housing.

3.  Winter Shelter Services:

a)  30 Unduplicated women served with emergency winter housing

b)  100% of women offered support services

c)  100% of women offered home-based retention support services after placement into permanent housing.

B.  Subrecipient shall track and report on achievement of the following levels of performance (outcomes) by program and in the aggregate during the period of this Contract:

1.  Year Round Housing Program:

a)  30 Unduplicated women placed into transitional housing or residential treatment (30% of exits/23% of all served)

b)  62 Unduplicated women placed into permanent housing (50% of exits)

c)  85% remain stable in housing 3 months after placement in permanent housing

d)  75% remain stable in housing 6 months after placement in permanent housing

e)  65% remain stable in housing 12 months after placement in permanent housing

3.  Winter Shelter Services:

a)  8 Unduplicated women placed into permanent housing (25% of exits)

c)  85% remain stable in housing 3 months after placement in permanent housing

d)  75% remain stable in housing 6 months after placement in permanent housing

e)  65% remain stable in housing 12 months after placement in permanent housing

In addition, Subrecipient shall track and report exit information for all women who are served via the full SAFES program (year round, winter shelter, and day services) (Exhibit B-1, page 2), including transitions into permanent, transitional, residential, alternative emergency housing, homelessness, etc.

Section III, Periodic Reporting, is amended to read,

A.  Subrecipient shall submit program reports regarding number of people served on a monthly and quarterly basis. Reports will be submitted using the report form (Exhibit A, B-1, and B-2).

Quarterly program reports, includes beneficiary demographics, exit information for all women leaving the Safe Dorm and Winter Shelter, performance outcomes, permanent housing placement location, and narrative information submitted on a quarterly basis. These quarterly project reports are due on or before October 31, 2008, January 30, 2009, and April 30, 2009. Final year end report must be submitted on or before July 10, 2009.

B.  Participation and maintenance of the Homeless Management Information System/Service Point for the year-round emergency housing and winter shelter program operations.

C.  The quarterly and year-end progress report must accompany the billing in order for that quarter’s/end of year billing to be paid.

D.  Subrecipient shall participate in and submit reports as required for the:

1.  State of Oregon One Night Shelter Counts

2.  City and County wide Street Counts

3.  10 Year Plan to End Homelessness

Section IV, Compensation, Method of Payment and Audit Requirement, is amended to read,

A.  The City shall reimburse the Subrecipient for actual or anticipated expenses in accordance with the Budget (Exhibit C, D, E). Funds will be disbursed to the Subrecipient for:

1.  Actual expenditures, upon submission of copies of receipts or other acceptable documentation, or

2.  Anticipated expenditures, upon submission of a bid, official estimate or purchase order.

B.  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.

C.  No funds under this Contract may be used to purchase non-expendable personal property or equipment. Funds may be used to pay for lease or rental of equipment if approved in advance by the City Project Manager.

D.  The payments made under this Contract 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 services.

E.  Final contract invoice must be received by BHCD on or before July 10, 2009 and must be submitted with the Final end of year contract report. Changes to these requirements may be granted by the City Project Manager.

F.  Total compensation under this Contract shall not exceed EIGHT HUNDRED THIRTY FOUR THOUSAND TWO HUNDRED FORTY DOLLARS ($834,240).

All other terms and conditions of Contract No. 38289 between the City of Portland and Salvation Army shall remain the same.

SALVATION ARMY        CITY OF PORTLAND

Donald C. Bell      Date    William White, Director    Date  

Vice-President            Bureau of Housing and

             Community Development

Victor A. Leslie      Date

Assistant Treasurer          

             APPROVED AS TO FORM:

             Linda Meng        Date  

             City Attorney          

Gary Blackmer      Date

Auditor of the City of Portland

EXHIBIT A-1

Project Report for Salvation Army

SAFES Emergency Housing: BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

Unduplicated Demographic Information

1. Gender

2. Race/Ethnicity

3. Age

4. Housing Status

5. Other Characteristics

*Totals Should Equal

EXHIBIT A-1

Project Report for Salvation Army

SAFES Winter Shelter: BENEFICIARY DATA

Reporting Period From: ____________ To: ____________

Unduplicated Demographic Information

1. Gender

2. Race/Ethnicity

3. Age

4. Housing Status

5. Other Characteristics

*Totals Should Equal

Year Round Shelter

CHECK OUT REASON/Quarter

Provide Full Year Data for the Year End Report

Winter Shelter

CHECK OUT REASON/Quarter

Provide Full Year Data for the Year End Report

EXHIBIT A-2

Project Report for Salvation Army

SAFES Emergency & Winter Housing: Outcome and Reporting Data

Reporting Period From: ____________ To: ____________

Chart A    Program Information - Agency Specific

Chart B Program Outcomes (All Adult Homeless Providers Capture These Same Outcomes)

***These are cumulative (17/23 = 74%) and percentage data for retention information!

Narrative:

On a separate page, please include as applicable:

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

▪  Program/agency challenges and plan to address & program improvements and special accomplishments

▪  Examples of increased collaboration with other organizations, including outreach activities

▪  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

▪  Information on how your program is reaching and successfully serving a diverse population, and what efforts you are undertaking for further improvement (For example: race, ethnicity, special populations, chronically homeless, people with health or language barriers)

▪  Information on emerging needs & issues, problems affecting client success or access to key services/housing

Any other useful information

EXHIBIT C - Revised

THE SALVATION ARMY

WOMEN’S SAFE Emergency Housing Program

REQUEST FOR PAYMENT

TO: City of Portland, BHCD

Attn: Liora Berry

421 SW 6^th Avenue, Suite 1100

Portland, Oregon 97204

Funding Source: GF

Request For Payment #:        Billing Period:        

Date Submitted:          Contract Number:        

* Mileage, parking, travel, training, janitorial, communications and equipment rental.

Please attach detailed information as specified in the contract, or as requested by Project Manager.

** Funding for client assistance while in emergency housing (may include costs associated with costs of individual room re: Fair Housing)

*** Funding for permanent housing placement and retention assistance

Total Amount Requested:          

Prepared By:              

Phone No:                Email:        

The Salvation Army/Approved By:          Dated:                  Signature

EXHIBIT E

THE SALVATION ARMY

WOMEN’S SAFE Program: Winter Shelter

REQUEST FOR PAYMENT

TO: City of Portland, BHCD

Attn: Liora Berry

421 SW 6^th Avenue, Suite 1100

Portland, Oregon 97204

Funding Source: GF

Request For Payment #:        Billing Period:        

Date Submitted:          Contract Number:        

* Mileage, parking, travel, training, janitorial, communications, and equipment rental.

Please attach detailed information as specified in the contract, or as requested by Project Manager.

* Funding for client assistance while in emergency housing (may include costs associated with costs of individual room re: Fair Housing)

** Funding for permanent housing placement and retention assistance

Total Amount Requested:          

Prepared By:              

Phone No:                Email:        

The Salvation Army/Approved By:          Dated:                  Signature