DATE: August 18, 2020
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Retroactive Amendment to Selma Community Outreach Ministries Agreement
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Amendment I to Agreement No. 20-198 with Selma Community Outreach Ministries for homeless shelter services in eastern Fresno County in response to the COVID-19 pandemic to increase shelter, meals and security services, with no change to the term of May 8, 2020 through January 3, 2021 and increasing the maximum by $251,728 to a total of $781,400.
REPORT
There is no additional Net County Cost associated with the recommended action. Approval of the recommended action will allow the Department of Social Services to increase funding that is used to provide homeless shelter services including meals and security for up to 75 eligible individuals in the Super 8 Motel in the City of Selma. The services are coordinated through Selma Community Outreach Ministries (Selma COM) and funded with Community Development Block Grant - Coronavirus (CDBG-CV) funding. This item pertains to a location in District 4.
ALTERNATIVE ACTION(S):
There is no viable alternative action. Should your Board elect not to approve the recommended action, there will not be adequate funding to continue the shelter-based services available to individuals experiencing homelessness and needing to shelter-in-place in Selma.
RETROACTIVE AMENDMENT:
Department staff identified a budgeting error in the initial agreement, which will be corrected through the recommended amendment. Additionally, the recommended amendment includes CDBG-specific provisions that were omitted in the original agreement. The recommended amendment is retroactive to May 8, 2020, when Selma COM began providing services at the request of the County.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended amendment will increase the maximum compensation by $251,728 to $781,400 and will be offset with CDBG-CV funds. Sufficient appropriations and estimated revenues were included in the Department’s Org 5610 FY 2019-20 Adopted Budget and FY 2020-21 Recommended Budget. There are no pending invoices.
DISCUSSION:
On May 26, 2020, your Board approved Agreement No. 20-198 with Selma COM for homeless shelter services in eastern Fresno County in response to the proclamation of a local emergency related to COVID-19 on March 17, 2020. The term includes a 60-day base contract and six optional 30-day extensions.
Selma COM has placed 75 unsheltered, CDBG-eligible, homeless individuals in rooms at the Super 8 Motel in the City of Selma. This has enabled persons experiencing homelessness to shelter-in-place within their community and help prevent the spread of COVID-19. Selma COM is preparing 4,500 meals monthly and provides evening staff and security on site to ensure individuals remain in their rooms and sheltered during the pandemic for their safety and that of the community.
On June 22, Department staff identified a budgeting error related to the shelter, meals and security services line item of the budget. The dollar amount computed for daily meals per person was not correctly multiplied to cover the actual monthly cost. This has been corrected in the recommended amendment.
With your Board’s approval, the recommended amendment will be retroactive to May 8, 2020, the date services began to be provided through Selma COM. The agreement may be terminated without cause by either party upon providing 30-day advance written notice.
REFERENCE MATERIAL:
BAI #58, May 26, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment to Agreement No. 20-198 with Selma COM
CAO ANALYST:
Sonia M. De La Rosa