Performance of Contractor

The Contractor received an overall program rating of “Commendable/Exceeds Standards.” As a result of the Contractor’s performance, the objectives were adjusted to reflect additional expectations pertaining to client satisfaction.  Please see monitoring report for more details related to the performance of the Contractor.

Selection of Contractor

The Contractor was selected through a competitive bid process.

Funding

This contract will be funded through ILS funding (State and Federal funding).

Attachments

• Request for Authorization
• Monitoring Report
• Appendix A
• Appendix B

Department of Human Services
Office of Contract Management

MEMORANDUM

The Department of Human Services requests authorization to renew the Early Independent Living Skills contract and to modify the Transitional and Aftercare Services contract with the Japanese Community Youth Council (JCYC). First, the Early Independent Living Skills contract will be renewed from July 1, 2004 to June 30, 2007 for an amount not to exceed $553,086. This renewal will include an annual increase of $38,898 to double the number of youth served. Second, the Transitional and Aftercare Housing contract will be increased by $28,011 for a contract amount not to exceed $322,247. The modification term will be from July 1, 2004 to June 30, 2005.

Background

ILSP is a federally mandated program to prepare foster care youth, for adolescents and young adults up to age 2121, to become self-sufficient and independent as they leave the foster care system. The Department has implemented several ILSP services, including lie skills classes, College Club, Vocational Club, mentoring, tutoring, computer training, aftercare services, transitional housing, ombuds services, and the Teen Center, which is located at 225 Valencia. The Department’s Family and Children Services staff provides some of the ILSP components and contractors provide others.

Early ILS: In January 2003, DHS expanded the existing ILS services to youth ages 14 and 15 through the Early ILSP services based upon revised federal legislation that made services for younger youth optional. The intent of the changes was to begin working with foster youth around emancipation issues at an earlier age. The Department adapted services to interest younger teens while continuing to provide them with career and educational opportunities and other traditional independent living skills services.

Transition Independent Living Skills and Aftercare Housing: The Transitional Independent Living Skills Program was developed to assist youth immediately prior to emancipation from the foster care system. Aftercare Housing was developed to assist aftercare youth in obtaining shelter and housing in the challenging Bay Area housing market.

Description of Renewal

The Department requests renewal of the Early ILS program. This program provides youth with three main services: comprehensive assessment and life skills planning, access to needed services, and ongoing support and life skills training. Specific services include assessments, after-school groups, educational assistance, tutoring, summer and after-school employment. The program provides direct outreach to 14 and 15 year olds.

Description of Modification

The modification to the Transitional ILS/Aftercare Housing contract provides funds to cover the graduation event, program materials, and resources for youth. These items were previously paid directly from the ILSP ancillary budget and will be moved to the contract as part of transitional youth services.

Performance of Contractor

The contractor’s performance for the Early ILS program was determined to be "Commendable/Exceeds Standards." Please see monitoring reports for additional information. At seven months, the contractor’s performance for the transitional ILS and aftercare housing was determined to be "Acceptable/Meets Standards" as the outcome objectives will not been measured until the end of the fiscal year.

Selection of Contractor

The Contractor was selected through separate competitive bidding processes for each contract in November 2002 and July 2003.

Funding

Both contracts will be funded through State and Federal ILS funding.

Attachments

JCYC-early ILS

• Request for Authorization
• Monitoring Report
• Appendix A
• Appendix B

JCYC-transitional and aftercare ILS

• Request for authorization
• Appendix B
• Monitoring report
• Need an amended App A.

MEMORANDUM

The Department of Human Services requests authorization to modify the contract with Glide Memorial United Methodist Church to provide meals and delivery to the Hospitality House and Dolores Street shelters.  The modification is for the period from July 1, 2004 to June 30, 2005, and will increase the contract by $58,566, for a new total contract amount not to exceed $1,737,033.

Background

Clients receiving the CAAP Benefit Package (CBP) are offered shelter and meals as a portion of their benefit package.  The Santa Ana site of Dolores Street shelter and the Hospitality House shelter have been identified as CBP sites and therefore must provide breakfast and dinner to clients on site.  The Santa Ana site of Dolores Street shelter had been providing dinner only through another vendor while the Hospitality House shelter had not been providing any meals.  Neither of the two sites has the capacity to prepare meals on site.  Because Glide Memorial United Methodist Church has an on-going contract with the Department to provide nutritionally sound meals to homeless individuals, the Department approached Glide to provide the delivered breakfasts and dinners to these two sites.  Glide’s contract was modified to provide preparation and delivery of breakfast to the Santa Ana site of Dolores Street shelter and breakfast and dinner to the Hospitality House shelter for the period of May 1, 2004 through June 30, 2004.  The Department is satisfied with the preparation and delivery of meals to date and now requests authorization to continue these delivered meals for fiscal year 2004-2005.

Modification Description

Glide will prepare breakfast for 20 clients staying at the Dolores Street shelter and breakfast and dinner for 30 clients staying at the Hospitality House shelter and will deliver the meals to the shelters.

Contractor Performance

Glide serves quality meals on a large scale to needy individuals.  A professional nutritionist examines the quality of the food annually and has certified that the food meets generally accepted nutritional standards.  Glide serves over 64,000 meals at its congregate site and provides over 4,600 bag lunches to work assignment/work fare participants each month.  The Department’s contract, which pays at the rate of $1.99 per meal and $1.95 per bag lunch, pays for an average of 18,073 meals and 4,600 bag lunches each month.  Since May 1^st, Glide has been successful in providing the delivered meals to the CBP clients at the two shelter sites.

Funding

Funding for this service is through the Human Services Care Fund.

Attachments

Request for Authorization
Appendix A-1
Appendix B-1

MEMORANDUM

The Department requests authorization to renew the contract with Tenderloin Housing Clinic (THC) for the period from July 1, 2004 through June 30, 2005, in an amount not to exceed $6,135,419 to operate the SRO Housing Program (formerly the master lease program).  This renewal will add two new hotels, the Union and the All-Star to the SRO Housing Program, bringing the total to 11 the hotels managed by THC.  Ten are funded by the City’s general fund, one by HUD funds.

The SRO Housing Program’s budget and total available units are summarized below:

PERFORMANCE

The SRO Housing program has enabled the contractor to secure affordable housing for DHS clients and other low-income homeless adults. Delivering services on a voluntary basis at clients’ homes continue to be a successful model for tenants who are struggling with housing stability, barriers to employment and/or severe disabilities. The contractor has achieved all of the service and outcome objectives with the exception of the annual tenant survey that is currently in progress.  The attached monitoring report provides additional information about the contractor’s performance for the past year.  The Department recommends renewal of these contracted services.

BACKGROUND AND SERVICES TO BE PROVIDED

The SRO Housing Program’s purpose is to lease and manage private residential single room occupancy (SRO) buildings to provide housing for CAAP participants and other low-income working adults who are formerly homeless and are referred by the Department.

In 1999, the Board of Supervisors passed a resolution urging the Department to fund a master lease hotel program for the Seneca Hotel through its contract with THC. The Jefferson, Mission, Vincent, Hartland, Looper, Royan, Caldrake and most recently the Graystone Hotel were subsequently added to the program.  With the addition of the Union and All-Star Hotels, THC will manage a maximum of 1186 units in the SRO Housing Program.  340 units will be available exclusively to CAAP clients participating in the CAAP Benefits Package (CBP) Program. The other 846 units will continue to serve both CAAP recipients and other low-income homeless adults.

Support services that are specific to these hotels will also be funded through this contract.  They have previously been part of the THC Modified Payment Program (MPP) contract, for which a three-month extension is also before you.   The on-site case management provides information, referral and direct support to assist tenants to maintain housing stability.   The attached Appendix A, Scope of Services, describes in detail the services to be provided as well as the program’s goals and objectives.

BUDGET

The proposed budget reflects the full cost of operating and managing each hotel and the cost of support services specific to each.     It also displays revenues from both tenant rent payments and DHS funds provided by this contract, which together fully offset the expenditures for each hotel.  The attached Appendix B, Budget, provides the program costs for each hotel. 

Attachments:

Monitoring Report
Request for Authorization
Appendix A, Scope of Services
Appendix B, Budget

MEMORANDUM

The Department requests authorization to extend the contract with Tenderloin Housing Clinic (THC) for operation of the Modified Payment Program (MPP) for the period from July 1, 2004 through Sept. 30, 2004.   The extension will add $363,133 to the current MPP contract, which is set to expire June 30^th.  This three-month extension will allow the Department to conduct a competitive bidding process while allowing services to continue.  The total contract will not to exceed $3,742,827.  This program is funded 100% by County dollars.

PERFORMANCE

The attached monitoring report provides additional information regarding THC’s contract performance for the past year.  The support services components, as related to the SRO Housing Program, have been moved to the SRO Housing Program contract renewal. 

BACKGROUND AND SERVICES TO BE PROVIDED

The Modified Payment Program provides money management and rental subsidies to CAAP and SSI recipients, as well as other low-income working individuals residing in the SRO Housing Program, non-profit run buildings and private housing sites. Along with money management and rental subsidies, support services are provided to formerly homeless CAAP participants and other low-income individuals who reside in non-profit run or private hotels, to support housing stability.

There are six major service areas in the Modified Payment Program:

A.     Assistance to CAAP (County Adult Assistance Program), SSI, and SSA recipients and other low-income individuals in obtaining permanent and affordable housing at below market rates by negotiating with landlords and assuring landlords of stable rent payments.

B.      Support services to tenants living in non-profit run or private apartments and hotels that are not part of the SRO Housing Program to stabilize their living situation and maintain their housing in order to prevent homelessness.

C.     “Discontinuance subsidies” to provide continued housing for up to 30 days to CAAP clients participating in the MPP and whose CAAP benefits have been discontinued.

D.     Provision of general inspection and monitoring at hotels that are not part of the SRO Housing Program in which program participants reside.

E.      Housing placement, money management, and case management services to homeless individuals on SSI who are unable to manage their own funds.

F.      Time-limited housing subsidies provided to formerly homeless CAAP participants and other low-income, working individuals.

This contract has until now included funding for support services for hotel tenants.  The THC SRO Housing Program (formerly master lease) contract, also before you, reflects the fact that support service funds specific to the SRO Housing Program hotels managed by THC are now moved to that contract and shown in the budgets for each hotel.  Support services funds for non-SRO Housing Program MPP clients remain in this contract. Appendix A, Scope of Services is attached for reference. It is amended to delete support services funds for the SRO Housing Program hotels, though support service funding for non-SRO Housing Program MPP clients remains part of this contract.  Otherwise, Appendix A is unchanged for this three-month period.

BUDGET

The attached budget shows the costs for MPP services for three months.  These costs include the subsidies provided for CAAP recipients.  There are no other changes to the budget.

Attachments

Monitoring Report
Request for Authorization
Appendix A, Scope of Services
Appendix B, Budget

MEMORANDUM

The Department of Human Services requests authorization to renew the contract with Community Awareness and Treatment Services (CATS).  This renewal will allow the contractor to continue to provide services at the South Beach Homeless Resource Center, located at 320 Harrison Street.  The total amount of the contract shall not exceed $673,758 for the term from July 1, 2004 to June 30, 2005.  This contract is funded 100% with county dollars.

PERFORMANCE

The South Beach Homeless Resource Center staff is expected to meet or exceed its service and outcome objectives for 2003-2004.  This past year, Department staff have made regularly scheduled and unannounced site visits to monitor and address the concerns raised in the previous year’s monitoring report.  Due to continuous heavy client utilization, the facility’s maintenance and cleanliness have been a primary concern.  South Beach staff has worked with the Department this year to alleviate those problems.  The Department has noted improvements in  the Resource Center’s operation and general appearance.   The attached monitoring report describes the contractor’s performance in greater detail.  The Department recommends renewing this contract for the upcoming year.

SERVICES TO BE PROVIDED

This contract will continue to provide homeless adults, ages 18 and over, respite from street life.  The Center is open 24 hours per day, seven days per week.  Case management services are provided between 8:00 a.m. and 5:00 p.m., Monday through Friday. 

The Resource Center provides basic amenities such as lockers, laundry facilities, showers, light snacks and a safe space for homeless people who are not connected to other services.  Basic on-site client support services include crisis counseling, comprehensive information and referral, and case management.  The Resource Center remains an access point to a broader array of shelter, housing and treatment services.

The Appendix A, Scope of Services (attached) discusses in greater detail the Resource Center’s services and program objectives for the upcoming year.

BUDGET

The attached Budget, Appendix B provides additional information regarding the program’s costs.  There is no increase to the budget for this renewal.

Attachments

Monitoring Report
Request for Authorization
Appendix A – Scope of Services
Appendix B – Budget

MEMORANDUM

The San Francisco Department of Human Services (SF-DHS) requests authorization to enter into a contract with the National Council on Crime and Delinquency (NCCD) to utilize their child welfare data reporting service, Safe Measures^®.  The contract will begin July 1, 2004 and end June 30, 2006 for an amount not to exceed $67,500.

Background

Safe Measures® will transform quality assurance procedures.  It is a web-based data mart that organizes case data according to performance on state regulations. To conduct quality assurance reviews now, SF-DHS has to select a sample of cases, read through the paper files for documentation, and generalize findings to the overall program caseload.  With Safe Measures^®, it will be possible to review all cases in a matter of minutes according to state-mandated requirements and to quickly identify which specific cases are lacking documentation.  In fact, the California Department of Social Services now uses Safe Measures^® for its audits of county compliance with child welfare regulations. 

Safe Measures® will also provide managers and supervisors with greater access to information. The statewide child welfare database does not aggregate information.  While it is possible to look up information on a case-by-case process, managers are not able to view data in way that tells them about the collective performance of their programs, units, or workers.  Instead, they have to request reports from the Information Technology unit.  Without directly seeing the data themselves, it is hard for them to know what is in the database and what to ask for.  Safe Measures® analyzes data and organizes it into a user-friendly, point-and-click format that allows managers, supervisors, and child welfare workers to view data by program, by office site, by unit, and by individual.  For example, supervisors will be able to use Safe Measures^® to view the performance of their units on mandated requirements such as face-to-face contacts with clients.  Recent state legislation (AB 636) created new mandates regarding client outcome measures, including family reunification, removals, and re-entries into care, and Safe Measures® will allow managers to track performance on these indicators. 

Services Provided

The California Department of Social Services (CDSS) provides NCCD with twice-weekly extracts from the statewide child welfare database.  NCCD conducts an analysis to display the data in tables that are related to the regulations that guide child welfare operations.  NCCD is finalizing new tables that will display data according to outcome measures created by AB 636.  SF-DHS is not required to give any data to NCCD since child welfare workers input case information directly into the statewide database. 

Since Safe Measures® is web-based, no software installation is necessary.  No licensing agreement is required, and an unlimited number of users can register without additional charge.  SF-DHS plans to provide access to all child welfare workers, supervisors, and managers.  NCCD will provide on-site training to SF-DHS staff on how to use Safe Measures®.

Selection of Contractor

SF-DHS staff interviewed representatives from NCCD and International Business Machines (IBM), the only other organization that provides a child welfare data portal service.  Based upon the interviews, review of the systems, and research of the products offered by both organizations, it was determined that NCCD had the product that was more appropriate to the needs of the Department.  Currently 18 California Counties, including Los Angeles, Alameda and San Diego Counties, and the State of California Department of Social Services, contract with NCCD for access to Safe Measures^®. 

Funding

  The Department will pay for the subscription service using a combination of Federal Title IV-E (40%) and local funding (60%).

Attachments

Request for Authorization
Appendix A
Appendix B

MEMORANDUM

The Department of Human Services (DHS) requests authorization to renew the contract with Write Touch Communications to provide resume writing services for DHS Employment Services clients.  The contract will begin July 1, 2004 and end June 30, 2006 for an amount not to exceed $40,000.

Background

The Department provides welfare-to-work services through the following two programs: the CalWORKs program for parents with dependent children and the PAES program for single adults.  Clients in both programs receive an initial assessment/appraisal from DHS Employment Specialists.  Depending on their specific circumstances, the clients may receive job preparation, assessment, training, counseling and treatment, education, and job search activities, all of which lead to a job and self-sufficiency.  Approximately 1,200 clients each year will need to create a resume for their job search activities.  This Contractor will assist each of them in developing a resume tailored to his/her particular skills, trainings, education, and career goals, a service he has been providing under a $11,000 a mini-contract since December 2003.  That contract did not meet the $15,000 threshold to require Commission approval.

In the past half year, the Contractor has performed very well.  A survey of DHS Employment Services staff indicated a high level of satisfaction with his work.  He has consistently produced high quality resumes in the short time frame (three-day window).  The Department now seeks authorization to renew the contract for two years in order to continue this service.

Service Description

The Contractor will create a resume for each DHS client referred by the DHS employment services trainer, job developer, or case manager.  The Contractor will use the information provided by DHS staff to create a polished resume within three working days.

Contractor Selection

This contract was selected through a competitive bid process in the Summer of 2003.  Three responses were received.  Write Touch Communications was selected based on his experience in writing resumes for this population, his sensitivity to the client population, his ability to respond quickly to Department requests (two to three day turnaround window), and his competitive pricing.

Funding

This contract will be funded through a combination of State CalWORKs, Federal Food Stamps, and County general funds, depending on the status of the clients served by the contract.

Attachments

Request for Authorization
Appendix A
Appendix B
Appendix C