HomeMy WebLinkAboutItem 8.1 - 2372 Direction regarding Entering into MOU for 2
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STAFF REPORT
CITY COUNCIL
DATE: January 8, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Discussion on Entering into a Memorandum of Understanding with Eden
I&R to Support 2-1-1 Alameda County Services
Prepared by: Suzanne Iarla, Management Analyst II
EXECUTIVE SUMMARY:
The City Council will consider and provide direction to City Staff regarding entering into
a three-year Memorandum of Understanding (“MOU”) with Eden I&R, Inc (“Eden I&R”)
to support 2-1-1 Alameda County services. 2-1-1 Alameda County is a phone-based
resource that connects people with health, housing and human service resources that
operates around the clock, 365 days a year and is available in multiple languages.
STAFF RECOMMENDATION:
Receive the presentation and provide direction to Staff regarding entering into a MOU
with Eden I&R to support 2-1-1 Alameda County and consider participating in Eden
I&R’s fee-for-service “bundle” for additional services.
FINANCIAL IMPACT:
Eden I&R is requesting a commitment of approximately $12,325 per year for the next
three years from Dublin. This amount is based on the new funding model which includes
a “base” annual payment of $6,325 and a “bundle” annual payment of $6,000 in F iscal
Year 2019-2020; the fee may include a consumer price index increase in future years.
If the City Council approves the proposed request, the cost to the General Fund would
be as follows:
Fiscal Year Amount (excluding CPI increase)
2019-2020 $12,325
2020-2021 $12,325
2021-2022 $12,325
Three-year total: $36,975
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DESCRIPTION:
Eden I&R operates 2-1-1 Alameda County, a free, three-digit phone number that
operates 24 hours a day, seven days a week in multiple languages to help connect
Alameda County residents to resources ranging from housing, child care, senior
services, crisis intervention, legal assistance and food. And when a disaster strikes, 2 -1-
1 Alameda County can provide people with vital information about conditions and
services such as road closures, evacuation routes, shelters, safe drinking water, how to
locate missing loved ones and more. In addition to the phone system, Eden I&R
provides a website (www.211alamedacounty.org) with an up-to-date online resource
directory.
Dublin Top Call Topics (Needs) in FY2017-2018
In addition to connecting people with health, housing, and human services resources, 2 -
1-1 Alameda County also provides:
Crisis intervention (including homeless diversion)
Disaster response
Reduction in inappropriate calls to 9-1-1 from callers seeking social services
New Funding Model for 2-1-1 Alameda County
When launched in 2007, the funding model for 2-1-1 Alameda County requested
payment from cities (and the County for the unincorporated communities) based on
population to meet one-third of the annual budget, complimented by an additional one -
third paid by the County and one -third raised from the private sector. Since that time,
the budget has grown from $1.5 million in FY2007 -2008 to $1.9 million in FY17-18 due
to cost of living and other operational increases. Last year, funding from the cities and
the County’s unincorporated area was $358,400, or only 19% of the budget, well under
the targeted 33%.
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To address this budget deficit, Eden I&R convened a working group of city managers in
2017. The group helped to develop a new revenue model to increase the funding from
the cities and the County’s unincorporated area to $500,000 with a “base” payment and
an “bundle” payment requested from each city (and the County for the unincorporated
communities).
The formula for the base payment considers each community’s population as well as
average call volume to 2-1-1 Alameda County. The formula for the fee -for-service
bundle payments is based on population tiers. The “bu ndled services” would include:
Disaster training for city departments
A more comprehensive Disaster Service and Public Health MOU with the City
Customized portals on Dublin’s website for residents and employees to access
resource information
Customized data visualization in key areas such as housing, social services, etc.
to better understand and convey Dublin demographics (for use by City in reports,
grant requests, etc.)
Attachment 2 contains tables that show the formula and cost for the base payment and
fee-for-service bundle for each city and community.
To date, the cities of Pleasanton, Hayward, Alameda, Fremont, San Leandro and
Berkeley have agreed to support the new funding model. Eden I&R’s MOU with the City
of Pleasanton is attached (Atta chment 3) for reference as a template for what an MOU
could look like with the City of Dublin.
Previous Support from Dublin
For the last decade, the City has been providing annual support for 2 -1-1 Alameda
County through its competitive Human Services grant program. Should the City enter
into an MOU to support 2-1-1 Alameda County services and includes the fee-for-service
bundle, it would relieve Eden I&R from needing to apply for the annual grant and
provide them with funding stability for three years.
History of City of Dublin Contributions to
Eden I&R for 2-1-1 Alameda County
Fiscal Year Amount
FY2008 $10,000
FY2009 $10,000
FY2010 $10,000
FY2011 $10,000
FY2012 $10,000
FY2013 $10,000
FY2014 $10,000
FY2015 $10,000
FY2016 $10,000
FY2017 $ 9,400
FY2018 $10,000
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Direction to Staff
Staff is seeking input from the City Council regarding the proposed MOU with Eden I&R
to support 2-1-1 Alameda County including the fee-for-service “bundle” for add-on
services.
If the City Council would like to pursue an MOU, Staff will use the existing MOU with the
City of Pleasanton as a template and draft an MOU for the City Council’s consideration
at a future meeting prior to the adoption of the FY 2019 -2020 budget.
If the City Council is interested in including the fee-for-service “bundle” for add-on
services, Staff will work with Eden I&R to identify specific services to be provided to the
City of Dublin during the MOU period and these will be incorporated into the MOU.
STRATEGIC PLAN INITIATIVE:
N/A
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Presentation Slidedeck
2. Funding Model Tables
3. Sample MOU (City of Pleasanton MOU)
PRESENTATION TO DUBLIN
CITY COUNCIL
1.8.19
Alison DeJung
Executive Director
Eden I&R/2-1-1 Alameda County
EDEN I&R
Mission: Linking people and resources
Vision: We envision a communit y empowered
with informat ion and connected to resources so
that all people obtain health,happiness,hope,
and improved livelihoods.
City Managers 2-1-1 Work Group
VALUE OF 2-1-1
„Crisis intervention,homelessness prevention
„EITC referrals
„Diversion of calls from 911
„Disaster preparedness and response
PROPOSED REVENUE
MODEL
City
Requested
FY18
Funding
Current
211 FY18
Funding
55% of
Pop
Funding
by 2 Yr
Avg Call
Volume
25% of
Avg Call
Volume
Combines 55%
Pop + 25% Avg
Call Volume
Alameda $25,000 $22,000 $13,750 $12,250 $3,063 $16,813
Albany $5,000 $5,000 $2,750 $1,149 $287 $3,037
Berkeley $35,000 $35,000 $19,250 $26,800 $6,700 $25,950
Dublin $10,000 $9,400 $5,500 $3,300 $825 $6,325
Emeryville $5,000 $5,000 $2,750 $3,650 $913 $3,663
Fremont $70,000 $20,000 $38,500 $18,950 $4,738 $43,238
Hayward $50,000 $38,000 $27,500 $61,250 $15,313 $42,813
Livermore $25,000 $15,000 $13,750 $7,450 $1,863 $15,613
Newark $15,000 $15,000 $8,250 $5,000 $1,250 $9,500
Oakland $140,000 $100,000 $77,000 $214,150 $53,538 $130,538
Piedmont $5,000 $5,000 $2,750 $500 $125 $2,875
Pleasanton $20,000 $4,000 $11,000 $5,206 $1,301 $12,301
San Leandro $25,000 $30,000 $13,750 $27,900 $6,975 $20,725
Union City $25,000 $10,000 $13,750 $6,800 $1,700 $15,450
Unincorp*$45,000 $45,000 $24,750 $99,000 $24,750 $49,500
TOTAL $500,000 $358,400 $275,000 $500,000 $125,000 $400,000
-80% of total city funding goal of
$500,000
-55% based on population (2010
census)
-25% based on average call
volume from each city
BUNDLED MODELTotal
Population
No of cities Cities Tiers Bundled
cost per
city
Total
income
10,000-
20,000 3
Al bany,
Emeryville,
Piedmont
1 $4,000 $12,000
20,000-
40,000 0
-2 $5,000 $0
40,000-
60,000 2
Dublin,
Newark
3 $6,000 $12,000
60,000-
80,000 3
Al ameda,
Pleasanton,
Union City
4 $7,000 $21,000
80,000-
100,000
2 Livermore,
San
Leandro
5 $8,000 $16,000
100,000-
200,000
2 Berkeley,
Hayward
6 $9,000 $18,000
200,000+2 Fremont,
Oakland
7 $10,500 $21,000
TOTAL $100,000
Tiered system based solely on
population
DUBLIN’S SHARE
Base funding:$6,235
Bundled services:$6,000
TOTAL: $12,235 (increase of $2,235)
BUNDLED SERVICES
Customized portal on city website
BUNDLED SERVICES
Data Visualization
BUNDLED SERVICES
Data Visualization
BUNDLED SERVICES
Data Visualization
BUNDLED SERVICES
Data Visualization
BUNDLED SERVICES
-Disaster training for city staff and CBOs
-Formal MOU
REQUEST
-Consideration of new revenue model
-3-year funding commitment with CPI
-Budget line item
We connect people with hope, 24/7. Our dedicated
staff provides Alameda County residents with
information, support, and the chance for a better
tomorrow. Whenever you need a hand, call 2-1-1.
ALISON DEJUNG
adejung@edenir.org
510-537-2710
Questions?
Table Outlining “Base” Formula for
New Revenue Model for 2-1-1 Alameda County
City
Requested
FY18
Funding
Current
211 FY18
Funding
55% of
Population
Funding
by 2 Yr
Avg Call
Volume
25% of
Avg Call
Volume
Combines
55% Pop +
25% Avg
Call Volume
Alameda $25,000 $22,000 $13,750 $12,250 $3,063 $16,813
Albany $5,000 $5,000 $2,750 $1,149 $287 $3,037
Berkeley $35,000 $35,000 $19,250 $26,800 $6,700 $25,950
Dublin $10,000 $9,400 $5,500 $3,300 $825 $6,325
Emeryville $5,000 $5,000 $2,750 $3,650 $913 $3,663
Fremont $70,000 $20,000 $38,500 $18,950 $4,738 $43,238
Hayward $50,000 $38,000 $27,500 $61,250 $15,313 $42,813
Livermore $25,000 $15,000 $13,750 $7,450 $1,863 $15,613
Newark $15,000 $15,000 $8,250 $5,000 $1,250 $9,500
Oakland $140,000 $100,000 $77,000 $214,150 $53,538 $130,538
Piedmont $5,000 $5,000 $2,750 $500 $125 $2,875
Pleasanton $20,000 $4,000 $11,000 $5,206 $1,301 $12,301
San Leandro $25,000 $30,000 $13,750 $27,900 $6,975 $20,725
Union City $25,000 $10,000 $13,750 $6,800 $1,700 $15,450
Unincorp* $45,000 $45,000 $24,750 $99,000 $24,750 $49,500
TOTAL $500,000 $358,400 $275,000 $500,000 $125,000 $400,000
Table Outlining Fee-for-Service Bundle Costs for
New Revenue Model for 2-1-1 Alameda County
Total
Population No of cities Cities Tiers Bundled
cost per city
Total
income
10,000-
20,000 3
Albany,
Emeryville,
Piedmont
1 $4,000 $12,000
20,000-
40,000 0 - 2 $5,000 $0
40,000-
60,000 2 Dublin,
Newark 3 $6,000 $12,000
60,000-
80,000 3
Alameda,
Pleasanton,
Union City
4 $7,000 $21,000
80,000-
100,000 2 Livermore,
San Leandro 5 $8,000 $16,000
100,000-
200,000 2 Berkeley,
Hayward 6 $9,000 $18,000
200,000+ 2 Fremont,
Oakland 7 $10,500 $21,000
TOTAL $100,000
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MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into on July 12,
2018, between the CITY OF PLEASANTON, a municipal corporation (“City”), and Eden I&R,
Inc., a non-profit 501(c)(3) agency whose address is 570 B Street, Hayward, CA 94541, and
telephone number is (510) 537-0986 (“Eden”).
RECITALS
A. Eden I&R/2-1-1 ALAMEDA County exists to empower communities with information
and connect them to resources so that all people obtain health, happiness, hope, and
improved livelihoods; and
B. Eden I&R/2-1-1 ALAMEDA County operates a free, three-digit phone number and
online resource directory known as 2-1-1 and www.211alamedacounty.org respectively;
and
C. Eden I&R/2-1-1 ALAMEDA County phone line and online resource directory operates
24 hours a day, seven days a week in multiple languages; and
D. Eden I&R/2-1-1 ALAMEDA County provides services to the cities of Alameda, Albany,
Berkeley, Dublin, Emeryville, Fremont, Hayward, Livermore, Newark, Oakland,
Piedmont, Pleasanton, San Leandro, Union City (“Member Cities”) and the County of
Alameda (“County”); and
E. Eden I&R/2-1-1 ALAMEDA County provides a critical piece of the human services
infrastructure for the County and the Member Cities within the county; and
F. Eden I&R/2-1-1 ALAMEDA County maintains and updates a Services Database
containing over 3,100 Program records and a Housing Database containing over 87,000
units; and
G. Like all Member Cities and the County, Eden I&R/2-1-1 ALAMEDA County connects
City of Pleasanton residents and employees to resources ranging from housing, child
care, senior services, crisis intervention, legal assistance, food, and others as well as
information during an emergency; and
H. Eden I&R/2-1-1 ALAMEDA County is complementary to the City of Pleasanton’s safety
net services and infrastructure with both its disaster role and its referrals to crisis
intervention and other resources to assist city residents in a variety of situations including
prevention of homelessness; and
I. The City of Pleasanton’s financial investment in 2-1-1 is cost-efficient compared to what
it would cost the City to operate its own 24/7, multilingual call center; and
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J. Eden I&R/2-1-1 ALAMEDA County collects data on City of Pleasanton callers including
needs, demographic information, household composition, and other data that can be of
use to the City in various ways including identifying gaps in service and providing access
to its data via an online portal; and
K. Eden I&R/2-1-1 ALAMEDA County provides a critical role in disaster preparedness and
response in the event of an emergency through its 24/7 call center, staff training and
participation in disaster drills, and by having a seat at the County Emergency Operation
Center and City Emergency Operation Centers upon request in the event of an
emergency; and
L. Eden I&R/2-1-1 ALAMEDA County has established MOUs with other 2-1-1 centers in
California and informal partnerships with many more nationwide that enhance its
capability to manage a large service-call-volume during and after an emergency; and
M. The purpose of this MOU is to establish the basis for mutual understanding and
collaboration by which 2-1-1 can most effectively and efficiently assist the City of
Pleasanton, its residents, and employees.
N. This MOU codifies the value of 2-1-1 by the City of Pleasanton and acknowledges the
challenges faced by Eden I&R in operating a 24/7 call center and securing funding,
including from all 14 member cities and various county departments.
NOW, THEREFORE, in consideration of the mutual promises contained herein, the Parties
agree as follows:
1. Term. This MOU is entered into on the date written above and will terminate on June
30, 2019, and may be extended annually by the parties in writing for up to two additional
one year terms.
2. Services Provided. Eden I&R/2-1-1 ALAMEDA County shall provide City with the
services described in Exhibit A attached hereto and incorporated herein.
3. Compensation. The City agrees to fund Eden I&R/2-1-1 ALAMEDA County for three
fiscal years through fiscal year 2020/21.
a) For fiscal year 2018/19, the City shall pay Eden I&R/2-1-1 ALAMEDA County at the
base rate of $12,301 plus an additional $7,000 for bundled services that include: a
customize portal on the City’s website for residents and employees to access resource
information, customized data visualization in key areas such as housing, social
services, etc., and disaster training for city departments and staff. Total compensation
for fiscal year 2018/19 is $19,301.
b) Thereafter, City agrees to increase the yearly payments annually based on the
percentage change in the Consumer Price Index for All Urban Consumer / All Items /
San Francisco -Oakland-San Jose with July 2017 the base month.
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c) Eden I&R/2-1-1 ALAMEDA County shall invoice City on July 1 and City shall make
payment within 30 days of receipt.
4. Board Participation. In an effort to increase collaboration with the Member Cities and
County of Alameda, Eden I&R/2-1-1 ALAMEDA County agrees to create three new
seats on its 10-member Board of Directors to be filled by representatives from the
Member Cities and the County to make a total of 13-voting members
5. Indemnity and Hold Harmless. Consultant shall defend, indemnify, and hold harmless,
the City and its officers, agents and employees from and against all claims, losses,
damage, injury, and liability for damages arising from, or alleged to have arisen from,
errors, omissions, negligent or wrongful acts of the Consultant in the performance of its
services under this Agreement, regardless of whether the City has reviewed or approved
the work or services which has given rise to the claim, loss, damage, injury or liability for
damages. This indemnification shall extend for a reasonable period of time after
completion of the project as well as during the period of actual performance of services
under this Agreement. The City’s acceptance of the insurance certificates required under
this Agreement does not relieve the Consultant from its obligation under this paragraph.
6. Insurance. During the term of this Agreement, Consultant shall maintain in full force
and effect, at its own cost and expense, insurance coverages with insurers with an A.M.
Best’s rating of no less than A:VII. Consultant shall have the obligation to furnish City,
as additional insured, the minimum coverages identified below, or such greater or broader
coverage for City, if available in the Consultant’s policies:
a. General Liability and Bodily Injury Insurance. Commercial general liability
insurance with limits of at least $1,000,000 combined limit for bodily injury
and property damage that provides that the City, its officers, employees and
agents are named additional insureds under the policy. The policy shall state
in writing either on the Certificate of Insurance or attached rider that this
insurance will operate as primary insurance for work performed by Consultant
and its subconsultants, and that no other insurance effected by City or other
named insured will be called on to cover a loss.
b. Automobile Liability Insurance. Automobile liability insurance with limits
not less than $1,000,000 per person/per occurrence.
c. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all
of Consultant’s employees, in strict compliance with State laws, including a
waiver of subrogation and Employer’s Liability Insurance with limits of at
least $1,000,000.
d. Professional Liability Insurance. Professional liability insurance in the amount
of $1,000,000.
e. Certificate of Insurance. Consultant shall file a certificate of insurance with
the City prior to the City’s execution of this Agreement, and prior to engaging
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in any operation or activity set forth in this Agreement. The Certificate of
Insurance shall provide in writing that the insurance afforded by this
Certificate shall not be suspended, voided, canceled, reduced in coverage or in
limits without providing thirty (30) days prior written notice by certified mail,
return receipt requested, has been given to the City. In addition, the insured
shall provide thirty (30) days prior written notice to the City of any
suspension, cancellation, reduction of coverage or in limits, or voiding of the
insurance coverage required by this agreement. The City reserves the right to
require complete certified copies of policies.
f. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation
against the City, its officers, employees and agents.
g. Defense Costs. Coverage shall be provided on a “pay on behalf of” basis,
with defense costs payable in addition to policy limits. There shall be no
cross liability exclusions.
h. Subcontractors. Consultant shall include all subcontractors as insured under
its policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated in this Agreement, including but not limited naming
additional insureds.
7. Notices. All notices herein required shall be in writing and shall be sent by certified or
registered mail, postage prepaid. Notice shall be mailed to Consultant as follows: Eden
I&R/2-1-1 ALAMEDA County, attention Executive Director, 570 B Street, Hayward,
CA 94541. Notice shall be mailed to City as follows: City of Pleasanton, attention City
Manager, P.O. Box 520, Pleasanton, CA 94566.
8. Records, Audits, & Confidentiality.
a. Consultant shall exercise precautions to prevent the unauthorized disclosure and
use of client information, reports, and other information related to this Agreement.
b. Consultant shall be responsible for maintaining all records pertaining to this
Agreement, including client records, any subcontracts, expenditures, and all other
records for a period of five (5) years. Records must be kept accurate and up-to-
date. Failure of Consultant to comply with this provision could result in
termination of this Agreement.
c. Consultant shall be responsible for keeping client information confidential,
however, the City shall be allowed to review all records related to this
Agreement. The purpose of the City's review is to see randomly selected client
information to determine the adequacy of record keeping and quality of services
performed as well to ensure the financial responsibility of Consultant related to
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this Agreement. At any time during normal business hours, the records shall be
made available to the City to inspect and audit.
9. Licenses, Certifications, and Permits. Consultant covenants that it has obtained all
certificates, licenses, or permits required to perform the services under this Agreement
and to operate as a non-profit entity. Further, Consultant shall obtain a City of
Pleasanton business license, which must be kept in effect during the term of this
Agreement.
10. Conformance to Applicable Laws. Consultant shall comply with all applicable Federal,
State, and Municipal laws, rules, and ordinances. Consultant shall not discriminate in the
employment of persons or in the provision of services under this Agreement on the basis
of any legally protected classification, including race, color, national origin, ancestry, sex
or religion of such person.
11. Conflicts of Interest. Consultant covenants that other than this Agreement, Consultant
has no financial interest with any official, employee or other representative of the City.
Consultant and its principals do not have any financial interest in real property, sources of
income or investment that would be affected in any manner or degree by the performance
of Consultant’s services under this Agreement. If such an interest occurs, Consultant will
immediately notify the City.
12. Waiver. In the event either City or Consultant at any time waive any breach of this
Agreement by the other, such waiver shall not constitute a waiver of any other or
succeeding breach of this Agreement, whether of the same or of any other covenant,
condition or obligation.
13. Governing Law. California law shall govern any legal action pursuant to this
Agreement with venue in the applicable court or forum for Alameda County.
14. No Personal Liability. No official or employee of City shall be personally liable to
Consultant in the event of any default or breach by the City or for any amount due
Consultant.
15. Scope of Agreement. This writing constitutes the entire Agreement between the parties.
Any modification to the Agreement shall be in writing and signed by both parties.
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THIS AGREEMENT executed the date and year first above written.
CITY OF PLEASANTON EDEN I&R, INC.
__________________________ ____________________________
Nelson Fialho, City Manager Alison DeJung, Executive Director
ATTEST:
______________________________
Karen Diaz, City Clerk
APPROVED AS TO FORM:
_______________________________
Daniel Sodergren, City Attorney