Agenda Item No: 5.d Meeting Date: June 19, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Manager s Office Prepared by: Andrew Hening, Director of Homeless Planning & Outreach City Manager Approval: TOPIC: DOWNTOWN STREETS TEAM SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES IN FISCAL YEAR 2017-2018, IN AN AMOUNT NOT TO EXCEED $125,000 RECOMMENDATION: Adopt Resolution authorizing the City Manager to enter an agreement with the Downtown Streets Team for services in fiscal year 2017-2018. BACKGROUND: On May 1, 2017, staff presented the 2017-2018 Homeless Subcommittee Goals & Objectives to the City Council. The top goals for fiscal year 2017-2018 are: - End chronic and veteran homelessness - Decrease the overall number of people experiencing homelessness in San Rafael - Improve the quality of life for all residents - Decrease community concern about homelessness as measured by annual public opinion surveys Since first launching a branch in San Rafael in July of 2013, Downtown Streets Team has been a critical resource for helping the City accomplish all four of these goals. Through their award-winning work experience model, Downtown Streets Team has helped people experiencing homelessness regain self-sufficiency while also providing volunteer opportunities to improve and beautify our local community. Over 70 people have graduated from the program into employment, and Team Members have provided over 50,000 hours of volunteer beautification and outreach services in San Rafael. The original contract with Downtown Streets Team provided for 12 Team Member slots (Downtown Streets Team estimates that approximately three people move through each slot each year). After blowing away the initial job and volunteer hour targets, every successive year the City has raised the bar, and every successive year Downtown Streets Team has delivered. FOR CITY CLERK ONLY File No.: 4-3-543 Council Meeting: 01/17/2017 Disposition: Resolution 14264
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The employment metrics for FY15-16 were heavily impacted by both the original Project Manager and Employment Specialist leaving mid-year. In order to expand their impact, Downtown Streets Team has dramatically expanded their footprint, both in San Rafael and Marin County overall. In San Rafael, Downtown Streets Team continues to clean Downtown, they have expanded to clean the West End, the Mahon Creek Trail, Davidson Middle School, they have earned income contracts with multiple businesses in East San Rafael, and they regularly provide on-call services for the City and residents alike. Outside of San Rafael, Downtown Streets Team has projects in Mill Valley and Novato. In addition to the work experience program, Downtown Streets Team has been a critical partner in moving the Marin Mobile Care mobile shower program forward. They have agreed to operate the mobile showers as a social enterprise for their Team Members, and their involvement in the planning process has been critical to the City s efforts to execute the Ritter Center Memorandum of Understanding to relocate Downtown services. As always, Downtown Streets Team has also remained committed to changing the community s perception about homelessness in San Rafael. This year Downtown Streets Team launched the Put Your Change to Work campaign to address panhandling in the Downtown, they coordinated multiple speaking events at local schools, they hosted Marin s first poverty simulation, and they partnered with the Chamber of Commerce on the Cleaning up Myths about Homelessness event. There are three major changes to the Downtown Streets Team contract for fiscal year 2017 2018:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 1. The funding and responsibilities allocated between the Davidson Middle School expansion contract and the regular Downtown contract have been combined into one master contract for fiscal year 2017-2018. 2. To accommodate the variety of ways the City has historically partnered with Downtown Streets Team, the Scope of Services (Attachment A) stipulates that the Downtown Streets Team Project Manager and the City s Director of Homeless Planning & Outreach will meet on a regular basis to determine the appropriate flexible deployment of Team Member services (e.g. Downtown, East San Rafael, Davidson Middle School, Mahon Creek Trail, mobile shower services). This flexible deployment will ensure real-time responsiveness to community needs. 3. The San Rafael team was Downtown Streets Team s first branch outside of Santa Clara County. When originally negotiating their contract with the City, Downtown Streets Team s Executive Director Eileen Richardson expressed a belief that over time the program would become financially independent as a result of local fundraising efforts. For the past four years this has remained an informal commitment, but in this year s contract there is an explicit requirement that Downtown Streets Team report on earned income opportunities (Reporting tool attached as Attachment B) that will offset the City s financial obligations in fiscal year 2018-2019 while maintaining the same level of service our community has come to expect. Part of the challenge historically has been the loss of other institutional funders. FISCAL IMPACT: The not-to-exceed cost of this agreement is $125,000. There are sufficient resources appropriated in the Homeless Initiative program within the City s Fiscal Year 2017-2018 General Fund Operating Budget to support this agreement. OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt the Resolution authorizing the City Manager to enter into an agreement with the Downtown Streets Team. 2. Request changes to the Resolution. 3. Reject the Resolution. RECOMMENDED ACTION: Adopt Resolution. ATTACHMENTS: A. Scope of Services B. City of San Rafael Reporting Template C. Resolution of the San Rafael City Council Authorizing the City Manager to Enter Into an Agreement with the Downtown Streets Team for Services in Fiscal Year 2017-2018 in an Amount Not to Exceed $125,000
RESOLUTION NO. RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE DOWNTOWN STREETS TEAM FOR SERVICES IN FISCAL YEAR 2017-2018, IN AN AMOUNT NOT TO EXCEED $125,000 WHEREAS, on February 19, 2013, the San Rafael City Council authorized the City Manager to enter into an agreement with Downtown Streets, Inc. to implement a volunteer work experience program for homeless persons called the Downtown Streets Team ; and WHEREAS, the City has renewed the agreement for the operation of the Downtown Streets Team each year since 2013, and desires to continue the program in the 2017-2018 fiscal year; and WHEREAS, there are sufficient funds in the Homeless Initiative Program within the City s Fiscal Year 2017-2018 General Fund Operating Budget to support the proposed contract; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby approves and authorizes the City Manager to execute, on behalf of the City of San Rafael, an agreement, in an amount not to exceed $125,000 and in a form to be approved by the City Attorney, for services with Downtown Streets, Inc., dba Downtown Streets Team, to conduct the fifth year of a volunteer work experience program for homeless persons that incorporates the Scope of Services for Fiscal Year 2017-2018 attached hereto as Exhibit A and incorporated herein by reference; and BE IT FURTHER RESOLVED, that the City Council hereby waives competitive bidding with respect to this agreement, pursuant to San Rafael Municipal Code Section 2.55.070(D), based upon the prior experience that the Downtown Streets Team has gained in performing similar services for the City since July 1, 2013, their ability to seamlessly continue such services for the City, and the lack of other qualified organizations that could effectively operate a similar program in the City. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the 1
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday the nineteenth day of June, 2017, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk 2
EXHIBIT A SCOPE OF SERVICES FOR FISCAL YEAR 2017-18 Programs and Services covered under this contract: Operation of San Rafael Downtown Streets Team: A. Contractor will continue the Volunteer Work Experience Program, and will coordinate with the City of San Rafael on project specifics. B. Contractor will continue the Downtown Streets Team Workforce Development Program launched in 2013 in San Rafael. C. The program will create volunteer work experience opportunities for homeless persons (hereinafter Team Members ). D. Contractor will provide support services to assist Team Members in transitioning to permanent employment. Such services may include: job search classes and personalized job search support, employment development, developing internship placements, developing mentor opportunities, and case management for employment related. E. Contractor will support Team Members to graduate to other community programs. F. Contractor will work closely with case managers at partner agencies including Ritter Center, St. Vincent s, the Community Action Marin Care Team(s), Homeward Bound, and the Marin Employment Connection to assure services to individual Team Members are coordinated. G. Contractor will conduct outreach to businesses in order to expedite hiring processes for Team Members. H. Contractor will provide monthly progress reports using a template provided by the City. I. Contractor s Project Manager will meet with the Director of Homeless Planning & Outreach on a monthly basis, during which time both parties will discuss the most appropriate deployment sites for Downtown Streets Team s services (e.g. Downtown, East San Rafael, Davidson Middle School, Mahon Creek Trail, mobile shower services). J. Contractor will work to develop sustainable funding streams to offset City financial contributions in FY 18-19. Downtown Streets Team Program Objectives: 1) Employment Outcomes a. At least 25 Team Members will obtain permanent employment during FY 17-18. b. 100% of such Team Members will retain employment for at least three (3) months. c. 75% of such Team Members retaining employment for at least three (3) months will then retain employment for six (6) months.
d. 50% such Team Members retaining employment for at least three (3) months will then retain employment for twelve (12) months. 2) Work Experience Outcomes a. Team Members will perform 16,000 hours of cleanup work in San Rafael as directed by the City. b. Team Members will remove blight from areas throughout San Rafael as demonstrated by before and after photos. 3) Community Relationship Outcomes a. Contractor will work to improve business and community perceptions of homeless persons. 4) Team Member Growth Outcomes a. Contractor will conduct quarterly anonymous surveying to collect self-reported data from Team Members. i. 50 with a mental health condition will seek out or remain in treatment. ii. iii. iv. 50 with a substance abuse issue will seek out or remain in treatment. 50 who have had an interaction with law enforcement/the criminal justice system will have reduced or zero interactions after joining the team. 75 will feel respected and heard by staff. v. 75 will report improved self-esteem and feelings of self-worth. vi. Contractor will provide quarterly housing status data on Team Members. vii. Contractor will provide quarterly residency data on Team Members. 5) Financial Sustainability Outcomes a. Contractor will develop earned income opportunities to maintain a consistent level of service for FY 18-19 while beginning to offset the City s current financial contributions.
Downtown Streets Team Reporting FY17-18 Employment Outcomes Metric July August September October November December January February March April May June YTD Annual Target Achieved New Jobs 0 Jobs Lost before 3 Months 0 Net Jobs Lasting More than 3 Months 0 0 0 0 0 0 0 0 0 0 0 0 0 25 Pending Current 6 Month Retention Rate Current 12 Month Retention Rate 75% Pending 50% Pending Employers Work Experience Outcomes Metric July August September October November December January February March April May June YTD Annual Target Achieved Cleanup services in San Rafael as measured by hours of volunteer service 0 16,000 Pending Before and after impact of cleanup services after cleanup Doc with before and after cleanup Doc with before and after cleanup Doc with before and after cleanup after cleanup Qualitative evidence of improvements Pending Metric July August September October November December January February March April May June YTD Annual Target Achieved Improve community perceptions of men and women experiencing homelessness in Marin Community Relationship Outcomes Doc with narrative of Self-Reported Growth Metrics (based on quarterly anonmyous surveying) Doc with narrative of Doc with narrative of Qualitative evidence of improvements Metric July August September October November December January February March April May June YTD (Avg) Annual Target Achieved Pending with a mental health condition with a mental health condition have sought out or remained in treatment 50% Pending with a substance abuse issue with a substance abuse issue who sought out or remained in treatment 50% Pending
who had an interaction with law enforcement over the past year who have had reduced or zero interactions with law enforcement after joining the team 50% Pending who feel respected and heard by staff 75% Pending who have an improved sense of self-esteem and selfworth 75% Pending Housing Status (based on quarterly reporting) Metric July August September October November December January February March April May June YTD (Avg) Annual Target Achieved Literally homeless / unsheltered Emergency Shelter Transitional Housing Permanent Housing (WITHOUT supportive services) Permanent Housing (WITH supportive services) Last Place of Residence Prior to Becoming Homeless (based on quarterly reporting) Metric July August September October November December January February March April May June YTD (Avg) Annual Target Achieved % in Marin % outside Marin Financial Sustainability Metric July August September October November December January February March April May June YTD Annual Target Achieved Develop earned income opportunities (reported in dollar amounts) to offset City contributions for FY18-19 0 Pending