CFDA 14.231

CONTRACT NO. 32000582

OMNIBUS CONTRACT BETWEEN

CITY OF PORTLAND, PORTLAND HOUSING BUREAU

AND CENTRAL CITY CONCERN

Ending Homelessness Initiative

This Contract for services (Contract) is between the City of Portland, Oregon acting through its Portland Housing Bureau (City) and Central City Concern (CCC) (Subrecipient).

This Contract consists of the following sections:

Part A:    Contract              Page 1

Table A:  Contracted Service Programs          Page 3

Part B:    General Terms and Conditions        Page 4

Part C:    Alcohol and Drug Free Community (ADFC) Description  Page 15

Part D:    Benefits & Entitlements Specialist Team (BEST) Description  Page 22

Part E:    Community Engagement Program (CEP) Description  Page 29

Part F:    Recuperative Care Program (RCP) Description    Page 36

PART A: CONTRACT

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

2.  COMPENSATION: City shall pay Subrecipient monthly for provision of services, upon receipt of invoice documenting expenditures. Total compensation under this Contract shall not exceed NINE HUNDRED THOUSAND AND SEVEN HUNDRED AND FIFTY DOLLARS ($900,750).

3.  REPORTING: The terms of this Contract shall be effective as of July 1, 2011 and shall remain in effect during any period the Subrecipient has control over City and Federal Funds, including program income. The Contract shall terminate as of June 30, 2012. Final invoice and report are due July 9, 2012.

4.  CITY CONTRACT MANAGER: The City Contract Manager is authorized to approve work and billings hereunder, to give notices referred to herein, to terminate this Contract as provided herein, and to carry out all other City actions referred to herein.

5.  TERM: The terms of this Contract shall be effective as of July 1, 2011 and shall remain in effect during any period the Subrecipient has control over City funds, including program income. The Contract shall terminate as of June 30, 2012. The obligations and duties of this Contract shall be binding on the Subrecipient during any period the Subrecipient has control of funds or program income under this Contract, or during any period relative to any project funded under this Contract.

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

CENTRAL CITY CONCERN      CITY OF PORTLAND

Ed Blackburn      Date      Margaret Van Vliet, Director    Date

Executive Director          Portland Housing Bureau

APPROVED AS TO FORM:

Linda Meng        Date

City Attorney

LaVonne Griffin-Valade    Date

City Auditor

TABLE A: CONTRACTED SERVICE PROGRAMS

PART B: GENERAL TERMS AND CONDITIONS

A.  TERMINATION FOR CAUSE. In accordance with 24 CFR 85.43, if, through any cause, the Subrecipient shall fail to fulfill in timely and proper manner his/her obligations under this Contract, or if the Subrecipient shall violate any of the covenants, agreements, or stipulations of this Contract, the City may avail itself of such remedies as cited in 24 CFR 85.43 by giving written notice to the Subrecipient 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 the Subrecipient under this Contract shall, at the option of the City, become the property of the City and the Subrecipient shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

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

B.  TERMINATION FOR CONVENIENCE. In accordance with 24 CFR 85.44, the City and Subrecipient may terminate this contract at any time by mutual written agreement. If the Contract is terminated by the City as provided herein, the Subrecipient 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 the Subrecipient covered by this Contract less payments of compensation previously made.

C.  ENFORCEMENT AND REMEDIES. In the event of termination under section A hereof by the City due to a breach by the Subrecipient, 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 the Subrecipient hereunder plus the remaining unpaid balance of the compensation provided herein, then the Subrecipient shall pay to the City the amount of excess. Allowable costs shall be determined in accordance with 24 CFR 85.43(c).

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

In the event of breach of this contract by the City, then the Subrecipient's remedy shall be limited to termination of the contract and receipt of payment as provided in section B hereof.

In the event of termination under Section A, the City shall provide the Subrecipient an opportunity for an administrative appeal to the Bureau Director.

D.  CHANGES. The City or Subrecipient 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 Subrecipient's compensation, shall be incorporated in written amendments to this contract. 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, unless the total contract after amendment is less than $100,000, must be approved by ordinance of the City Council. Compensation changes in which the total contract is less than $100,000 may be approved by the Bureau Director.

E.  NON-DISCRIMINATION. During the performance of this Contract, the Subrecipient agrees as follows:

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

(d). The Subrecipient will comply with the equal employment and non-discrimination requirements of Portland City Code Sections 3.100.005 (City Policies Relating to Equal Employment Opportunity, Affirmative Action and Civil Rights), 3.100.042 (Certification of Contractors), and Chapter 23 – Civil Rights.

(e) Subrecipient will comply with the Americans with Disabilities Act (42 USC 12131, 47 USC 155, 201, 218 and 225), which provides comprehensive civil rights to individuals with disabilities in the areas of employment, public accommodation, state and local government services and telecommunications. The Act also requires the removal of architectural and communication barriers that are structural in nature in existing facilities. For CDBG and/or HOME funded projects, the Subrecipient will also comply with affirmative marketing policy and outreach to minorities and women and to entities owned by minorities and women per 24 CFR 92.351 and/or 24 CFR 570.601(a)(2), if the funds will be used for housing containing 5 or more assisted units.

F.  SECTION 3: The Subrecipient will comply with the training and employment guidelines of Section 3 of the Housing and Urban Development Act of 1968, as amended (12U.S.C. 1701a), and regulations pursuant thereto (24 CFR Part 135).

G.  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 the Subrecipient which are directly pertinent to this contract, for the purpose of making audit or monitoring, examination, excerpts, and transcriptions. All required records must be maintained by the Subrecipient for four years after the City makes final payments and all other pending matters are closed.

H.  MAINTENANCE OF RECORDS. The Subrecipient shall maintain fiscal records on a current basis to support its billings to the City. The Subrecipient shall retain fiscal as well as all records relating to program management and operation, program beneficiaries, demographics and eligibility for inspection, audit, and copying for four years from the date of completion or termination of this contract. The City or its authorized representative shall have the authority to inspect, audit, and copy on reasonable notice and from time to time any records of the Subrecipient regarding its billings or its work here under.

I.  AUDIT OF PAYMENTS. The City, either directly or through a designated representative, may audit the records of the Subrecipient at any time during the four-year period established by Section H above.

If an audit discloses that payments to the Subrecipient were in excess of the amount to which the Subrecipient was entitled, then the Subrecipient shall repay the amount of the excess to City.

J.  INDEMNIFICATION. The Subrecipient 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 Subrecipient's work or any subcontractor's work under this contract.

K.  LIABILITY INSURANCE.

(a) The Subrecipient shall maintain General Liability insurance with a combined single limit of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract, and shall provide that City of Portland, and its agents, officers, and employees are Additional Insured but only with respect to the Contractor's services to be provided under this Contract. If Subrecipient will be driving or using a vehicle on behalf of the City, then Automobile Liability insurance with a combined single limit of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage, including coverage for owned, hired, or non-owned vehicles, as applicable.

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, the Subrecipient shall provide a new policy with the same terms. The Subrecipient 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 the Subrecipient.

(b) The Subrecipient 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 Contract by the City.

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

L.  WORKERS' COMPENSATION INSURANCE.

(a) The Subrecipient, its subcontracts, if any, and all employers working under this Contract 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 Contract and shall be incorporated herein and made a term and part of this Contract. The Subrecipient further agrees to maintain worker's compensation insurance coverage for the duration of this Contract.

(b) In the event the Subrecipient's worker's compensation insurance coverage is due to expire during the term of this Contract, 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 the Subrecipient believes itself to be exempt from the worker's compensation insurance coverage requirement of (a) of this subsection, the Subrecipient 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 Contract. In this case, the Questionnaire shall be attached to this Contract and shall be incorporated herein and made a term and part of this Contract. Any misrepresentation of information on the Questionnaire by the Subrecipient shall constitute a breach of this Contract. In the event of breach pursuant to this subsection, City may terminate the Contract immediately and the notice requirement contained in Section A, TERMINATION FOR CAUSE, hereof shall not apply.

M.  SUBCONTRACTING AND ASSIGNMENT. The Subrecipient shall not sub-contract its work under this contract, in whole or in part, without the written approval of the City. The Subrecipient shall require any approved subcontractor to agree, as to the portion subcontracted, to fulfill all obligations of the Subrecipient as specified in this contract. Notwithstanding City approval of a subcontractor, the Subrecipient shall remain obligated for full performance hereunder, and the City shall incur no obligation other than its obligations to the Subrecipient hereunder. The Subrecipient agrees that if subcontractors are employed in the performance of this contract, the Subrecipient and its subcontractors are subject to the requirements and sanctions of ORS Chapter 656, Workers' Compensation. The Subrecipient shall not assign this contract in whole or in part or any right or obligation hereunder, without prior written approval of the City.

The subcontractor shall be responsible for adhering to all regulations cited within this contract.

If Subrecipient provides CDBG or HOME funds to for-profit owners or developers, non-profit owners or developers, subrecipients, homeowners, homebuyers, tenants receiving tenant-based rental assistance or contractors, the Subrecipient must have a written agreement that meets the requirements of 24 CFR 570.503(b) or 92.504(c), respectively.

N.  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.

O.  CONFLICTS OF INTEREST. Per 24 CFR 92.356 and/or 24 CFR 570.611, 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 directors 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 thereof. No City officer or employee who participated in the award of this contract shall be employed by the Subrecipient during the period of this contract.

The Subrecipient shall also comply with the provisions of 24 CFR 84.42 and/or 85.36(b)(3), which require that a written Code of Standards of Conduct be maintained by the agency, as it relates to the performance of employees engaged in the award and administration of contracts.

P.  CONTRACT ADMINISTRATION, 24 CFR 570.502(b). The Subrecipient shall comply with the applicable provisions of OMB Circular Nos. A-122, A-21, A-133 and A-110 as described by 24 CFR 570.502(b) and 570.610. If Subrecipient is a public agency, it must comply with the provisions of OMB Circulars A-87 (Cost Principles for State, Local and Indian Tribal Governments) and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments).

Q.  OREGON LAWS AND FORUM. This contract shall be construed according to the laws of the State of Oregon.

Any litigation between the City and the Subrecipient arising under this contract or out of work performed under this contract 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.

R.  AVAILABILITY OF FUNDS. It is understood by all parties to this contract that the funds used to pay for services provided herein are provided to the City through a grant from the U.S. Department of Housing and Urban Development. In the event that funding is reduced, recaptured, or otherwise made unavailable to the City as a result of federal action, the City reserves the right to terminate the contract as provided under Section B hereof, or change the scope of services as provided under Section D hereof.

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

T.  COMPLIANCE WITH LAWS. In connection with its activities under this contract, the Subrecipient shall comply with all applicable federal, state, and local laws and regulations. For Community Development Block Grant-funded projects, the Subrecipient 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. For McKinney-Vento Supportive Housing Program funded projects, Subrecipient shall carry out its activities in compliance with 24 CFR 583. For McKinney-Vento Emergency Shelter Grant funded projects, Subrecipient shall carry out its activities in compliance with 24 CFR 576.

In the event that the Subrecipient provides goods or services to the City in the aggregate in excess of $2,500 per fiscal year, the Subrecipient agrees it has certified with the City's Equal Employment Opportunity certification process.

U.  PROGRAM AND FISCAL MONITORING. The City through the Portland Housing Bureau shall monitor on a regular basis to assure contract compliance. Such monitoring may include, but are not limited to, on site visits, telephone interviews, and review of required reports and will cover both programmatic and fiscal aspects of the contract. The frequency and level of monitoring will be determined by the City Project Manager.

V.  EXPIRATION/REVERSION OF ASSETS. For Community Development Block Grant-funded projects, the Subrecipient shall comply with the Reversion of Assets provision of 24 CFR 570.503 (b)(7).

For Emergency Shelter Grant funded projects, the Subrecipient 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 the Subrecipient'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 Contract.

The Subrecipient shall require that the language of this certification be included in the award documents at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative Contract) and that all subcontractors shall certify and disclose accordingly.

W.  RELOCATION, ACQUISITION AND DISPLACEMENT. The Subrecipient agrees to comply with 24 CFR 570.606, 574.630 or 576.80 relating to the acquisition and disposition of all real property utilizing grant funds, and to the displacement of persons, businesses, non-profit organizations and farms occurring as a direct result of any acquisition of real property utilizing grant funds. The Subrecipient agrees to comply with applicable City of Portland ordinances, resolutions and policies concerning displacement of individuals from their residences.

X.  PROGRAM ACCESS BY THE DISABLED. The Subrecipient shall, to the maximum feasible extent, follow the Portland Housing Bureau's guidelines on ensuring interested persons can reasonably obtain information about, and access to, HUD-funded activities.

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

Z.  INTEGRATION. This Contract contains the entire agreement between the City and the Subrecipient and supercedes all prior written or oral discussions or agreements.

AA.  LABOR STANDARDS. The Subrecipient 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 contract. The Subrecipient shall maintain documentation that 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.

The Subrecipient agrees that, except with respect to the rehabilitation or construction of residential property designed for residential use for less than eight (8) households, all contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair of any building or work financed in whole or in part with assistance provided under this contract, shall comply with federal requirements adopted by the City of Portland pertaining to such contracts 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 the regulations are imposed by state or local law, nothing hereunder is intended to relieve the Subrecipient of its obligation, if any, to require payment of the higher wage. The Subrecipient 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 $100,000.

BB.  FLOOD DISASTER PROTECTION. The Subrecipient agrees to comply with the requirements of the Flood Disaster Protection Act of 1973 (P.L.-2234) in regard to the sale, lease or other transfer of land acquired, cleared or improved under the terms of this contract, as it may apply to the provisions of this contract.

CC.  LEAD-BASED PAINT. The Subrecipient agrees that any construction or rehabilitation of residential structure with assistance provided under this contract shall be subject to HUD Lead-Based Paint Regulations at 24 CFR 570.608, 574.635 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.

DD.  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.

EE.  PUBLICITY. Publicity regarding the project shall note participation of the City through the Portland Housing Bureau.

FF.  LOBBYING. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Subrecipient, 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 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, the Subrecipient shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

The Subrecipient 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 Subcontractors shall certify and disclose accordingly.

GG.  CHURCH/STATE. The Subrecipient 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.

HH.  INDEPENDENT FINANCIAL AUDITS/REVIEWS. Any subrecipient expending $500,000 or more in federal funds, from all sources, in any program year is required to obtain an independent audit of the federally funded program(s), in compliance with federal OMB Circular A-133. Two copies of the audit will be submitted to the designated City Project Manager within 30 days of its completion.

II.  DRUG-FREE WORKPLACE. The Subrecipient will maintain a drug-free workplace in conformance with 24 CFR part 24, subpart F.

JJ.  ENVIRONMENTAL REVIEW. Subrecipient must comply with the requirements of the National Environmental Policy Act of 1959 [24 CFR Part 58]. No funds may be committed and no work may be carried out on any project until the environmental review is complete and a Release of Funds is issued by HUD, if applicable.

KK.  DEBARRED, SUSPENDED OR INELIGIBLE CONTRACTORS. Federal funds may not be used to directly or indirectly employ, award contracts to or otherwise engage the services of any contractor or subrecipient during any period of debarment, suspension or placement of ineligibility status [24 CFR Part 24]. Contractors and subrecipients are responsible for checking the Federal publications that list debarred, suspended and ineligible contractors to assure compliance.

LL.  SMALL AND MINORITY FIRMS, WOMEN’S BUSINESS ENTERPRISES AND LABOR SURPLUS AREA FIRMS. Contractors and County must comply with the requirements of Executive Orders 11625, 12432 and 12138 and 24 CFR 85.36(e), which require that contractors and subrecipients take all necessary affirmative steps to assure that minority firms, women’s business enterprises, and labor surplus area firms are used when possible. Such affirmative steps would include: (i) placing qualified small and women’s business enterprises on solicitation lists; (ii) assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources; (iii) dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises; (iv) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women’s business enterprises; (v) using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; and (vi) requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed above.

MM.  The Federal Funding Accountability and Transparency Act (FFATA)

requires sub-recipients with federal award over $25,000 to register and maintain Data Universal Numbering System, (DUNS) and Central Contract Registry, (CCR) numbers. To obtain a DUNS number, and to register with the Central Contractor Registration, (CCR) see links below.

DUNS number registration information can be obtained at:

https://eupdate.dnb.com/requestoptions.asp

Registration information for Central Contractor Registry can be found at:

http://www.bpn.gov/ccr/default.aspx

PART C:

ALCOHOL AND DRUG FREE COMMUNITY (ADFC)

TRANSITIONAL HOUSING

I.  AUTHORITY

The provision of services and housing options for homeless individuals, including the Alcohol and Drug Free Community (ADFC) Transitional Housing program, is a goal of the City of Portland and part of the City and County’s Consolidated Plan. The City has General Funds and Emergency Shelter Grant funds to support services and housing programs for persons who are experiencing homelessness and/or are chronically homeless. Central City Concern administers a variety of housing and service programs for persons who are homeless and/or chronically homeless and are early in recovery from chemical dependency.

II.  SCOPE OF SERVICES

The name of the funded program is “Alcohol and Drug Free Community (ADFC) Transitional Housing”. ADFC provides subsidized housing for participants, all of whom are homeless or chronically homeless, low/no-income single adults who are early in their recovery from chemical dependency. The purpose of the ADFC transitional housing program is to support the chemical dependency treatment and early recovery efforts of participants with a focus on permanent housing placement and self sufficiency. The program is designed to support the development of positive peer networks, financial stability, and active involvement in other necessary services towards the attainment of permanent housing placement and increased income. All participants will receive basic services accompanied with individualized plans that reflect their specific needs.

Participants enrolled in ADFC housing are expected to pay 30% of their income towards program fees. Typically, individuals enter with no income. During the course of the program, participants may access assistance in securing income through the Subrecipient’s supported employment team or through Benefits & Entitlements Specialist Team (BEST).

The Subrecipient will provide the following services:

A.  Provide and maintain 95 Single Room Occupancy (SRO) units which comprise ADFC housing at the Richard L. Harris Building at 8 NW 8^th.

B.  Provide on-site case management with specific focus on recovery, self sufficiency and development of a permanent housing plan. Participants who are unsuccessful in the program will be given the opportunity for an alternative discharge plan, and if appropriate, a plan of intervention including identifiable resources.

C.  Combine supportive case management with alcohol and drug free housing, as well as support for alcohol and drug treatment so residents can gain stability in housing, maintain abstinence from alcohol and other drugs, participate in recovery plans, and establish and maintain a positive peer support network.

D.  Provide linens (sheets, pillowcase, towel, and blanket) for each participant.

E.  Monitor activities of participants, utilizing strength based case management, urinalysis as an intervention tool and peer support within the ADFC.

F.  Coordinate with the continuum of community recovery services through the Homeless Alcohol and Drug Intervention Network (HADIN).

G.  Execute an “AGENCY PARTICIPATION AGREEMENT for NW Social Service Connections HMIS” and,

1.  Confirm that each administrative staff or end user with access to HMIS (ServicePoint) will execute an “USER AGREEMENT For NW Social Service Connections HMIS.”

2.  Assure that all “Policies and Procedures for NW Social Service Connections HMIS” are adhered to.

3.  Utilize HMIS (ServicePoint) to record client level information as required by current Policies and Procedures, HUD Universal Data Elements, and Program Specific Data Elements.

4.  Utilize HMIS (ServicePoint) for subsequent contract reporting. The following reports will be used for quarterly and Year-End reports: 1) Entry/Exit Report (E/E), 2) Shared Housing Assessment Report (SHAR), and 3) All Client Demographic Count (ACDC). Other reports may be requested as necessary.

III.  PERFORMANCE MEASURES

A.  Subrecipient will 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.  95 units (SRO) will be available with an occupancy rate of 95% or higher.

2.  235 individuals will receive housing, case management, chemical dependency treatment services and enhanced access to employment services.

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

1.  Federal outcome measure: Increase accessibility of housing or services:

a.  55% of clients exiting the program will transition into HUD- defined permanent housing and maintain their program of recovery.

b.  188 participants (80% of all) will access one or more mainstream resource(s) through the program.

c.  35% of clients exiting the program will have increased their income through employment.

2.  Follow-up outcomes: (tracking all participants who exit the program into permanent housing)

a.  90% of participants will maintain permanent housing for 3 months after placement in permanent housing.

b.  80% of participants will maintain permanent housing for 6 months after placement in permanent housing.

c.  70% of participants will maintain permanent housing for 12 months after placement in permanent housing.

IV.  REPORTING REQUIREMENTS

A.  Subrecipient will submit the following program reports:

1.  Report Form (Exhibit C-1)

2.  ServicePoint: Entry/Exit Report (E/E)

3.  ServicePoint: Shared Housing Assessment Report (SHAR)

4.  ServicePoint: All Client Demographic Count (ACDC)

Other reports may be requested as necessary by the City Contract Manager.

Program reports will be submitted quarterly on or before the following dates: October 31, 2011, January 31, 2012, April 30, 2012, and July 9, 2012. A year-end report will be submitted on or before July 9, 2012 for FY 2011-12.

B.  Financial reports may be submitted monthly or quarterly (within 30 days of the end of the reporting period). Subrecipient will use the attached invoice form (Exhibit C-2). The year-end financial report will be submitted by July 9, 2012.

C.  Subrecipient will provide a copy of the HUD Annual Progress Report (APR) for Central City Concern to the City Contract Manager within 30 days of original submission to HUD.

D.  Late program and financial reports submitted to the City may result in delayed payment to the Subrecipient for services rendered.

E.  Data needed for reporting on the 10-Year Plan to End Homelessness may also be submitted as requested by the City (typically quarterly, but on occasion, monthly).

V.  COMPENSATION, METHOD OF PAYMENT AND AUDIT REQUIREMENT

A.  The City will reimburse the Subrecipient for actual or anticipated expenses in accordance with the Budget (Exhibit C-2). 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.  All funds received by Subrecipient, 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 Contract Manager before any expenditure of funds in new line items or amounts.

D.  It is agreed that total compensation under this Contract shall not exceed THREE HUNDRED SIXTY FIVE THOUSAND DOLLARS ($365,000).

VI.  CERTIFICATION

Subrecipient certifies that:

A.  ESG funds may be used for rent, maintenance, insurance, utilities and furnishings and eligible staff salaries. ESG funds will also be used for operation and essential service costs.

B.  The Subrecipient shall administer a policy designed to adhere to 24CFR concerning the Drug Free Workplace Act of 1988.

C.  A procedure is in place to ensure the confidentiality of victims of domestic and sexual violence.

D.  Termination of assistance must be in accordance with a formal process. If an individual who receives assistance violates program requirements, the Subrecipient may terminate assistance in accordance with a formal process established by Subrecipient that recognizes the rights of individuals affected, which may include a hearing. When appropriate, Subrecipient staff will make themselves available to clients who are being discharged from the program, working with the participant to create an appropriate plan for services and housing. Staff will assist clients in accessing agreed upon services (may include appointment with Hooper Detoxification Center, Mentor Program and/or Community Engagement Program).

EXHIBIT C-1

Quarterly and Year-End Report

I. Progress towards outputs and outcomes

II. Describe the highlights or successes of the program over the reporting period. (Please limit your response to 1 page)

III. Describe the challenges or problems encountered by your program over the reporting period. How will your agency address the challenges/problems? (Please limit your response to 1 page)

Reports are due 30 days after the end of the quarter. Return to Jennifer Chang via email: Jennifer.Chang@portlandoregon.gov.

EXHIBIT C-2

Central City Concern: ADFC Transitional Housing

FY 2011-2012

REQUEST FOR PAYMENT

TO:  City of Portland/PHB

Attn:  Ruth Benson/Jennifer Chang

421 SW 6^th Avenue, Suite 500

Portland, Oregon 97204

Request For Payment #:        Contract #:    32000582  

Billing Period:          

ESG

General Funds

* Line item breakout of staff positions funded is attached as Exhibit C-3.

Total Amount Requested:         Total Balance:        

CCC/Prepared By:            Phone No.:        

CCC/Approved By            Email:          

     Signature    Date

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

EXHIBIT C-3

Program Title: ADFC Transitional Housing

City-Funded Personnel

PART D:

BENEFITS & ENTITLEMENTS SPECIALIST TEAM (BEST) PROGRAM

I.  AUTHORITY

The provision of services to assist homeless individuals and families in accessing mainstream (mostly federal) benefits or entitlements is a goal of the City of Portland. The City has General Funds that can be used to provide assistance to homeless persons who are accessing and/or enrolling in benefits. Central City Concern administers a variety of housing and service programs for persons who are experiencing homelessness.

II.  SCOPE OF SERVICES

The name of the funded program is “Benefits & Entitlements Specialist Team (BEST)”, a program that provides homeless and formerly homeless individuals with assistance in securing Supplemental Security Income (SSI), Social Security Disability Income (SSDI) and/or Medicaid and Medicare benefits. BEST utilizes a team of disability specialists and a workflow system with federal and local benefits agencies to streamline and expedite the application process for people in need.

The BEST team consists of a Program Manager and 6.0 FTE Benefits Specialists (1.5 FTE who are supported by City-funds). It is projected that over the 2011-2012 fiscal year, the BEST program as a whole will file a minimum of 216 applications and will successfully secure benefits for a minimum of 173 applicants. City funds will cover the staffing and operational costs to screen a minimum of 75 individuals for the program. Of those enrolled, 59 individuals will have applications filed and 45 will secure benefits.

Referrals are screened through face-to-face assessment interviews and a thorough review of available medical records. Decisions to enroll a person into BEST are based on the severity of the person’s medical or mental health conditions, functional limitations in their activities of daily living, duration of their disabling conditions and their ability to sustain any kind of full-time work. Based on previous years’ data, it is estimated that approximately 30% of total individuals screened will be enrolled into the program.

BEST staff will work with the City Contract Manager to create a written procedure for screening criteria and process used to determine whether individuals are selected or declined for enrollment into BEST. Benefit Specialists maintain a caseload of about 15 participants at any given time and spend an average of two months working with each participant to complete required applications, medical evaluations and coordinate correspondences between the participant and benefits agency.

BEST will receive open referrals from the following agencies administering rent assistance programs associated with the 10-Year Plan to End Homelessness, which include Cascadia BHC, Human Solutions, JOIN, Northwest Pilot Project, Salvation Army SAFES, and Transition Projects. A minimum goal of 50% of individuals screened and enrolled in BEST will be clients referred from the previously listed community partners.

The Subrecipient will provide the services described below for eligible persons:

A.  Provisions of support services in completing and submitting Social Security Disability applications and accompanying Medicaid or Medicare applications.

B.  Develop and maintain an intensive team-based approach to each disability application. Services to eligible persons can include:

1.  Obtaining existing medical records and supporting documentation

2.  Securing appointments with appropriate doctors and/or psychological appointments

3.  Provision of necessary assistance to attend medical and psychological appointments.

C.  Continue to maintain a working relationship between Central City Concern and the Social Security Administration and Disability Determination Services to provide for expedited review of Social Security Disability applications.

D.  Implement a referral process from partnering agencies for assessing the individual’s severity of the disabling condition(s), duration of the functional impairment(s) and ability to sustain full-time work.

E.  Execute an “AGENCY PARTICIPATION AGREEMENT for NW Social Service Connections HMIS” and,

1.  Confirm that each administrative staff or end user with access to HMIS (ServicePoint) will execute an “USER AGREEMENT For NW Social Service Connections HMIS ”.

2.  Assure that all “Policies and Procedures for NW Social Service Connections HMIS” are adhered to.

3.  Utilize HMIS (ServicePoint) to record client level information as required by current Policies and Procedures, HUD Universal Data Elements, and Program Specific Data Elements.

4.  Utilize HMIS (ServicePoint) for subsequent contract reporting. The following reports will be used for quarterly and Year-End reports: 1) Entry/Exit Report (E/E); 2) All Client Demographic Count (ACDC). Other reports may be requested as necessary.

III.  PERFORMANCE MEASURES

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

1.  A minimum of 75 individuals will be screened for the program, including assessments and medical reviews. At least 50% will be non-CCC clients.

2.  59 completed disability applications will be submitted to the Social Security Administration (SSA) during the contract year.

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

1.  45 participants will secure SSI/SSDI benefits by the time of exiting the program.

2.  The average processing time for a decision on a BEST client.

3.  Percent (%) of enrolled participants who leave the program with increased income.

IV.  PERIODIC REPORTING

A.  Subrecipient will submit the following program reports:

1. Report Form (Exhibit D-1)

2. ServicePoint: Entry/Exit Report (E/E)

3. ServicePoint: All Client Demographic Count (ACDC)

Other reports may be requested as necessary by the City Contract Manager.

Program reports will be submitted quarterly on or before the following dates: October 31, 2011, January 31, 2012, April 30, 2012, and July 9, 2012. A year-end report will be submitted on or before July 9, 2012 for FY 2011-12.

B.  Financial reports may be submitted monthly or quarterly (within 30 days of the end of the reporting period). Subrecipient will use the attached invoice form (Exhibit D-2). The year-end financial report will be submitted by July 9, 2012.

C.  Late program and financial reports submitted to the City may result in delayed payment to the Subrecipient for services rendered.

D.  Data needed for reporting on the 10-Year Plan to End Homelessness may also be submitted as requested by the City (typically quarterly, but on occasion, monthly).

V.  COMPENSATION, METHOD OF PAYMENT AND AUDIT REQUIREMENT

A.  The City will reimburse the Subrecipient for actual or anticipated expenses in accordance with the Budget (Exhibit D-2). 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.  All funds received by the Contractor, 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 Contract Manager before any expenditure of funds in new line items or amounts.

D.  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 Contract Manager.

E.  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.

F.  Total compensation under this Contract shall not exceed TWO HUNDRED THOUSAND DOLLARS ($200,000).

EXHIBIT D-1

Quarterly and Year-End Report

I. Progress towards outputs and outcomes

II. Describe the highlights or successes of the program over the reporting period. (Please limit your response to 1 page)

III. Describe the challenges or problems encountered by your program over the reporting period. How will your agency address the challenges/problems? (Please limit your response to 1 page)

Reports are due 30 days after the end of the quarter. Return to Jennifer Chang via email: Jennifer.Chang@portlandoregon.gov.

EXHIBIT D-2

Central City Concern: BEST

FY 2011-2012

REQUEST FOR PAYMENT

TO:  City of Portland/PHB

Attn:  Ruth Benson/Jennifer Chang

421 SW 6^th Avenue, Suite 500

Portland, Oregon 97204

Request For Payment #:        Contract #:    32000582  

Billing Period:          

General Funds

* Line item breakout of staff positions funded is attached as Exhibit D-3.

Total Amount Requested:         Total Balance:        

CCC/Prepared By:            Phone No.:        

CCC/Approved By            Email:          

     Signature    Date

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

EXHIBIT D-3

Program Title: BEST

City-Funded Personnel

PART E:

COMMUNITY ENGAGEMENT PROGRAM (CEP)

I.  AUTHORITY

The provision of services and housing options, including permanent supportive housing for chronically homeless individuals with addictions and/or disabilities is a major goal of the City of Portland. 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.

II.  SCOPE OF SERVICES

The name of the funded program is “Community Engagement Program (CEP)”. The program focuses on serving chronically homeless single adults in Portland who have a combination of diagnoses including chemical dependency, mental illness, cognitive disabilities, physical disabilities, and/or chronic medical conditions. Chronic homelessness is defined as an adult with a disabling condition who has been homeless for the past year or more or who has experienced four or more episodes of homelessness over a period of three years. Participants will typically be high users of hospitals, psychiatric services and emergency rooms, and will have likely failed in traditional treatment models and cycled through various homeless and social service resources in the community.

To access CEP services, participants will not be required to be clean and sober. They will also not be mandated to participate in chemical dependency and/or mental health treatment programs. Intensive Case Management services will actively engage clients and promote participation in a menu of services such as mental health and chemical dependency treatment, primary health care, employment services, housing assistance and benefits acquisition.

The Subrecipient will provide the following services:

A.  Community-based Intensive Case Management Services which includes street outreach and engagement, low-barrier services, intensive case management, flexible approaches tailored to individual needs, and access to mainstream supportive services using models of motivational interviewing and stages of change.

B.  Coordinate service provision activities within Subrecipient’s programs and with other organizations as appropriate and desired by participants, including:

1.  Focused services to attain and maintain permanent housing

2.  Mental health support

3.  Medical care with psychiatric medicine support

4.  Assistance with benefits acquisition and follow up on SSI/SSDI claims

5.  Chemical dependency treatment

6.  CEP center services (including basic needs and recreational activities)

C.  Provision of transitional housing in approximately 23 low-barrier SRO units operated by Subrecipient as needed to provide timely housing placement and successful transition into permanent housing. Transitional housing will be operated in a low-barrier, highly-tolerant harm reduction model, and will include basic furnishings and linens.

D.  Focused permanent housing placement services, along with home based retention support to tenants and landlords after permanent housing placement (as funding allows). Housing services include:

1.  Identify and provide information on permanent housing options

2.  Assist in applying for housing, including information on the application process, basic expectations of housing providers, and completing applications

3.  Assist with Reasonable Accommodation requests

4.  Assist in securing financial assistance for move-in costs and rent subsidies to support successful placement and retention of permanent housing

5.  Eviction prevention services and coaching on tenant rights and responsibilities

E.  Coordination with Housing Authority of Portland for ongoing provision of subsidy via approximately 200 Shelter Plus Care vouchers utilized by the program.

F.  Provision of resident support which may include assistance with food items, laundry, clothing and household items, deposits, utility assistance, transportation, health costs, and other expenses determined necessary on an individual basis.

G.  Meet legal standards and guidelines for operation as required, including but not limited to Fair Housing, Landlord-Tenant Law, and HIPAA as applicable.

H.  Execute an “AGENCY PARTICIPATION AGREEMENT for NW Social Service Connections HMIS” and,

1.  Confirm that each administrative staff or end user with access to HMIS (ServicePoint) will execute an “USER AGREEMENT For NW Social Service Connections HMIS ”.

2.  Assure that all “Policies and Procedures for NW Social Service Connections HMIS” are adhered to.

3.  Utilize HMIS (ServicePoint) to record client level information as required by current Policies and Procedures, HUD Universal Data Elements, and Program Specific Data Elements.

4.  Utilize HMIS (ServicePoint) for subsequent contract reporting. The following reports will be used for quarterly and Year-End reports: 1) Entry/Exit Report (E/E), 2) Shared Housing Assessment Report (SHAR), and 3) All Client Demographic Count (ACDC). Other reports may be requested as necessary.

III.  PERFORMANCE MEASURES

A.  Subrecipient will 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.  80 unduplicated individuals will receive services to retain and/or maintain housing through the CEP program. Services may include, but not be limited to: housing placement assistance and linkages to a wide range of supportive services (mental health care, benefits acquisition, employment services and other services).

2.  65 will receive housing retention services at any given time during the contract year, to assist them in remaining in their housing.

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

1.  5 new chronically homeless individuals will transition off the street and into permanent housing.

2.  10 individuals will receive transitional housing support.

3.  80% of all individuals placed in permanent housing will retain stable housing at 6 months after initial CEP placement.

4.  75% of all individuals placed in permanent housing will retain stable housing at 12 months after initial CEP placement.

5.  50% of individuals placed in permanent housing have secured a stable income, or improved their financial status at 12 months after placement.

IV.  PERIODIC REPORTING

A.  Subrecipient will submit the following program reports:

1.  Report Form (Exhibit E-1)

2.  ServicePoint: Entry/Exit Report (E/E)

3.  ServicePoint: Shared Housing Assessment Report (SHAR)

4.  ServicePoint: All Client Demographic Count (ACDC).

Other reports may be requested as necessary by the City Contract Manager.

Program reports will be submitted quarterly on or before the following dates: October 31, 2011, January 31, 2012, April 30, 2012, and July 9, 2012. A year-end report will be submitted on or before July 9, 2012 for FY 2011-12.

B.  Financial reports may be submitted monthly or quarterly (within 30 days of the end of the reporting period). Subrecipient will use the attached invoice form (Exhibit E-2). The year-end financial report will be submitted by July 9, 2012.

C.  Subrecipient will provide copies of reports provided to HUD for the Shelter Plus Care CEP program to City Contract Manager when requested.

D.  Late program and financial reports submitted to the City may result in delayed payment to the Subrecipient for services rendered.

E.  Data needed for reporting on the 10-Year Plan to End Homelessness may also be submitted as requested by the City (typically quarterly, but on occasion, monthly).

V.  COMPENSATION, METHOD OF PAYMENT AND AUDIT REQUIREMENT

A.  The City will reimburse the Subrecipient for actual or anticipated expenses in accordance with the Budget (Exhibit E-2). 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.  All funds received by the Contractor, 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 Contract Manager before any expenditure of funds in new line items or amounts.

D.  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 Contract Manager.

E.  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.

F.  Total compensation under this Contract shall not exceed TWO HUNDRED EIGHTY SEVEN THOUSAND DOLLARS ($287,000).

EXHIBIT E-1

Quarterly and Year-End Report

I. Progress towards outputs and outcomes

II. Describe the highlights or successes of the program over the reporting period. (Please limit your response to 1 page)

III. Describe the challenges or problems encountered by your program over the reporting period. How will your agency address the challenges/problems? (Please limit your response to 1 page)

Reports are due 30 days after the end of the quarter. Return to Jennifer Chang via email: Jennifer.Chang@portlandoregon.gov.

EXHIBIT E-2

Central City Concern: CEP

FY 2011-2012

REQUEST FOR PAYMENT

TO:  City of Portland/PHB

Attn:  Ruth Benson/Jennifer Chang

421 SW 6^th Avenue, Suite 500

Portland, Oregon 97204

Request For Payment #:        Contract #:    32000582  

Billing Period:          

General Funds

* Line item breakout of staff positions funded is attached as Exhibit E-3.

Total Amount Requested:         Total Balance:        

CCC/Prepared By:            Phone No.:        

CCC/Approved By            Email:          

     Signature    Date

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

EXHIBIT E-3

Program Title: CEP

City-Funded Personnel

PART F:

RECUPERATIVE CARE PROGRAM (RCP)

I.  AUTHORITY

The provision of temporary housing and after-care services for medically vulnerable homeless individuals discharged from hospitals is one of the goals of the City of Portland. The City has General Funds that can be used to support recuperative housing and support services to persons who are homeless. Central City Concern administers a variety of housing and service programs for persons who are homeless.

II.  SCOPE OF SERVICES

The name of the funded program is “Recuperative Care Program (RCP)”, which provides post-hospitalization healthcare services for low-income and homeless individuals. Eligible individuals will be homeless and need on-going medical care and/or attention in order to effectively recover. The program is designed to improve health outcomes for at-risk patients, improve the efficiency of participating hospitals, and avoid discharging patients with ongoing medical concerns into shelters or onto the street. In many cases, these persons require a higher level of medical attention than shelters can provide.

City of Portland funds will provide two (2) designated beds for medically vulnerable homeless adults who are living on the streets and are in need of housing and recuperative services. Patient eligibility for RCP housing will be based on a list of medical and health criteria that will help to identify and “triage” those individuals with the most severe acute conditions who will benefit from the program.

Prospective participants will be identified through the collaborative efforts of RCP staff and outreach staff from the following partner agencies, which may include: Cascade AIDS Project, Cascadia Behavioral Health, JOIN, Outside In, Salvation Army (SAFES), Transition Projects and other community partners. After an initial screening, participants will be transported to available RCP beds where RCP staff will provide a wide range of services to assist participants in recovery, accessing medical benefits (as appropriate), and securing a medical home. RCP staff will work in partnership with staff from partner agencies to provide on-going searches and placement into long-term housing.

Subrecipient shall maintain the RCP program in a transitional housing facility with 24-hour, 365-days-per-year front desk coverage, elevators and ADA compliance. Each room is furnished and includes: a twin bed with linens and blankets, mini refrigerator, microwave, television, alarm clock/radio, fan, sink, and two-burner stove. Bathrooms with showers are located in close proximity of each room.

The program will provide unsheltered, medically vulnerable individuals with access to RCP beds throughout the year, and especially during the winter months (November 1, 2011 to March 31, 2012). During the FY 2011-12 Winter season, RCP will work with the City, City-funded providers and other community partners in the Winter Shelter and Services system to refer appropriate individuals to RCP. This will include, but not be limited to, outreach to Winter Shelter and Services providers about RCP services, on-site visits to Winter Warming Centers, and providing coordinated information, referrals and/or transport of eligible RCP clients to the program site. Changes to the contract timeline may be adjusted according to participants’ needs and bed availability, with approval from the City Contract Manager.

The cost of this service is $1,250 per week for uninsured individuals and $975/week for insured individuals. The total number of individuals served under this contract is dependent upon the number of insured/uninsured and the severity of health conditions which determine length of stay in the program. In 2010-11, the average length of stay for City-funded patients was 35 days, with a range of 14 to 59 days.

 The Subrecipient will provide the following services:

A.  Staffing for the program will include a Program Manager, Case Manager(s) who are certified Emergency Medical Technicians, a housing specialist, a logistics specialist and full time volunteer support. Program operations shall be overseen by the Director of Healthcare & Improvement.

B.  Utilize a checklist of medical and health criteria to determine participant eligibility for the program. The checklist will be focused on identifying homeless individuals living on the streets with acute and/or severe medical conditions that will focus on recuperative housing and care. RCP staff will screen and transport participants to available beds.

C.  Provide safe, stable housing with the following on-site and off-site medical and support services:

1.  Initial medical evaluation (upon entry)

2.  Daily client monitoring

3.  Intensive case management

4.  Expedited access to physician appointments through Old Town Clinic

5.  Food boxes

6.  Assistance making and keeping appointments with agency and non-agency healthcare providers (including transportation),

7.  Education on how to effectively access and utilize the healthcare system

8.  Assistance securing transitional and/or permanent housing

9.  Access to other services to assist in achieving self-sufficiency

D.  As appropriate, the Subrecipient will establish formal Memorandums of Understanding (MOU’s) with partner agencies to collaborative in outreach and engagement of prospective participants. Partner agencies may include Cascade AIDS Project, JOIN, Outside In, Salvation Army (SAFES), Transition Projects Inc., and other community agencies. Partner agencies will agree to provide on-going staff support to referred clients to support housing placement and access of supportive services during and after participants’ stay in the program.

E.  Recuperation Services: Subrecipient staff shall adhere to the appropriate plan identified by the Old Town Clinic upon intake and coordinate direct provision and/or referrals to necessary services, which may include:

1.  Hospitalization and hospitalist coverage, including re-admission if patient’s condition deteriorates while in RCP

2.  Evidence of negative tuberculosis status, and upon identification of positive status, refer patient for appropriate follow up.

3.  Appropriate medications and antibiotics for patients with chronic diseases based on the assessment of their primary care provider upon intake

4.  Home health nursing care as necessary and antibiotic infusion therapy, based on individual cases and primary care provider orders through referrals to Project Access Now

5.  Access to appropriate durable medical equipment (DME) as needed

6.  Scheduling outpatient specialty care for patients in the program

7.  Weekly medication management (including medication pickup)

8.  Mental health/other assessments to identify conditions for further treatment

9.  Screenings to secure appropriate benefits

F.  Crisis management services will be provided. RCP staff will maintain cell phone coverage 24 hours/day, 7 days/week and an Old Town Clinic primary care provider will be on call 24/7, 365 days a year.

G.  Length of stay will be assessed based on patients’ ongoing recuperative care needs, and may vary from a few days to up to more than four weeks. Subrecipient shall initiate discharge/transition planning within one week of the patient’s admission into the program to discuss post-RCP housing options and plans. Discharge planning activities shall include:

1.  Assist patient to apply for food stamps, healthcare benefits, and employment assistance (as eligible)

2.  Identify, arrange, and facilitate referral to community-based housing providers or placement in appropriate transitional and permanent housing

3.  Assist patient with arrangements for any ongoing medical care

4.  Arrange follow-up case management and monitoring

H.  If participants terminate the program early without notifying RCP, Subrecipient shall make attempts to contact community agencies and resources to locate the missing individual(s). Subrecipient shall hold the missing participant’s space for 48 hours. If participant is located, Subrecipient shall re-admit participant into program as appropriate or attempt to secure alternate shelter, housing, and care arrangements. If participant is not located, the space will be allocated to the next appropriate referral.

I.  Meet legal standards and guidelines for operation as required, including but not limited to HIPPA as applicable.

J.  Execute an “AGENCY PARTICIPATION AGREEMENT for NW Social Service Connections HMIS” and,

1.  Confirm that each administrative staff or end user with access to HMIS (ServicePoint) will execute an “USER AGREEMENT For NW Social Service Connections HMIS ”.

2.  Assure that all “Policies and Procedures for NW Social Service Connections HMIS” are adhered to.

3.  Utilize HMIS (ServicePoint) to record client level information as required by current Policies and Procedures, HUD Universal Data Elements, and Program Specific Data Elements.

4.  Utilize HMIS (ServicePoint) for subsequent contract reporting. The following reports will be used for quarterly and Year-End reports: 1) Entry/Exit Report (E/E), 2) Shared Housing Assessment Report (SHAR), and 3) All Client Demographic Count (ACDC). Other reports may be requested as necessary.

III.  PERFORMANCE MEASURES

A.  Subrecipient will 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.  10 clients will receive stable housing and support services

2.  280 bednights will be provided to medically vulnerable homeless individuals

3.  40 primary care visits will be provided to clients at the Old Town Clinic

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

1.  75% of clients will have transitional or permanent housing placements arranged by time of exiting the program

2.  75% of clients will resolve their acute medical issues by the time of exiting the program

3.  100% of clients will have an established medical home by time of exiting the program

IV.  PERIODIC REPORTING

A.  Subrecipient will submit the following program reports:

1.  Report Form (Exhibit F-1)

2.  ServicePoint: Entry/Exit Report (E/E)

3.  ServicePoint: Shared Housing Assessment Report (SHAR)

4.  ServicePoint: All Client Demographic Count (ACDC).

Other reports may be requested as necessary by the City Contract Manager.

Program reports will be submitted quarterly on or before the following dates: October 31, 2011, January 31, 2012, April 30, 2012, and July 9, 2012. A year-end report will be submitted on or before July 9, 2012 for FY 2011-12.

B.  Financial reports may be submitted monthly or quarterly (within 30 days of the end of the reporting period). Subrecipient will use the attached invoice form (Exhibit F-2). The year-end financial report will be submitted by July 9, 2012.

C.  Late program and financial reports submitted to the City may result in delayed payment to the Subrecipient for services rendered.

D.  Data needed for reporting on the 10-Year Plan to End Homelessness may also be submitted as requested by the City (typically quarterly, but on occasion, monthly).

V.  COMPENSATION, METHOD OF PAYMENT AND AUDIT REQUIREMENT

A.  The City shall reimburse the Subrecipient for actual expenses in accordance with the case-rate budget (Exhibit F-2). Partial weeks will be billed as whole weeks (e.g. 1-7 days = 1 week; 8-14 days = 2 weeks, etc.) Patients with insurance carriers that do not contract with the Subrecipient will be considered as uninsured for case-rate billing purposes. Funds will be disbursed to the Subrecipient for actual case-rate expenditures, upon submission of copies of receipts or other acceptable documentation.

Unless specific patient needs require otherwise, Subrecipient should generally provide patients full, rather than partial, weeks of RCP services. Subrecipient shall not retain patients beyond any full week of services when there is no specific housing- or health-related need to do so. The City may review Subrecipient reports and client records to determine compliance if the City believes this stipulation is violated.

B.  All funds received by the Contractor, 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 Contract Manager before any expenditure of funds in new line items or amounts.

D.  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 Contract Manager.

E.  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.

F.  Total compensation under this Contract shall not exceed FORTY EIGHT THOUSAND SEVEN HUNDRED AND FIFTY DOLLARS ($48,750).

EXHIBIT F-1

Quarterly and Year-End Report

I. Progress towards outputs and outcomes

II. Describe the highlights or successes of the program over the reporting period. (Please limit your response to 1 page)

III. Describe the challenges or problems encountered by your program over the reporting period. How will your agency address the challenges/problems? (Please limit your response to 1 page)

Reports are due 30 days after the end of the quarter. Return to Jennifer Chang via email: Jennifer.Chang@portlandoregon.gov.

EXHIBIT F-2

Central City Concern: RCP

FY 2011-2012

REQUEST FOR PAYMENT

TO:  City of Portland/PHB

Attn:  Ruth Benson/Jennifer Chang

421 SW 6^th Avenue, Suite 500

Portland, Oregon 97204

Request For Payment #:        Contract #:    32000582  

Billing Period:          

General Funds – Budget By Case Rate Type

Total Amount Requested:         Total Balance:        

CCC/Prepared By:            Phone No.:        

CCC/Approved By            Email:          

     Signature    Date

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

EXHIBIT F-3

Program Title: RCP

City-Funded Personnel