HomeMy WebLinkAbout4.5 Memorandum of Understanding for 2022 Eastern Alameda County Human Services Needs AssessmentSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.5
DATE:June 21, 2022
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Memorandum of Understanding for 2022 Eastern Alameda County Human Services Needs AssessmentPreparedby:Shaun Chilkotowsky,Heritage &Cultural Arts Manager
EXECUTIVE SUMMARY:The City Council will consider entering a Memorandum of Understanding with the cities of Livermore and Pleasanton to fund and complete an updated Eastern Alameda County Human Services Needs Assessment.
STAFF RECOMMENDATION:Adopt the Resolution Approving a Memorandum of Understanding between the City of Dublin, City of Livermore, and City of Pleasanton for Execution of an Update to the 2011 Eastern Alameda County Human Services Needs Assessment.
FINANCIAL IMPACT:The total cost of the project has a not-to-exceed amount of $234,467. This includes a base scope of service fee of $203,885 plus a 15% contingency. The total cost is shared equally amongst the three cities. Dublin’s one-third portion shall not exceed $78,155 ($67,962 plus contingency). Funding for this project is included in the Fiscal Year 2022-23 adopted operating budget.
DESCRIPTION:BackgroundIn September of 2002, a Tri-Valley Human Services Needs Assessment was initiated to identify and fill service gaps and as a tool for non-profit service providers to leverage funding when seeking grants and additional financial support.This was completed in 2003.In early 2011, following the release of 2010 census data, a broad-based assessment of Human Service needs in the Tri-Valley was conducted.This expanded upon the 2003 assessment as much
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of the Tri-Valley had changed since the early 2000s.Since its finalization in 2012, the City of Dublin has been using the 2011 Eastern Alameda County Human Services Needs Assessment to allocate grant funding to non-profit service providers. Additionally, the creation of a Human Services Task Force, followed by the creation of the Human Services Commission, has further assisted with identifying and prioritizing critical Human Service needs of Dublin residents.2022 Needs AssessmentIn collaboration with the cities of Pleasanton and Livermore, Staff began planning an update to the 2011 Assessment. In February 2022, a Request for Proposals (RFP) was solicited seeking qualified consultants to lead the project. Two proposals were received by the RFP deadline. Staff from each City (Dublin, Livermore, and Pleasanton) served on a selection committee that included a review of submittals and in-person interviews. The selection committee agreed that the firm, JSI Research & Training Institute, Inc. (JSI), was the most qualified to lead the project. JSI proved to be knowledgeable about the Tri-Valley area, with a strong understanding of the unique human services challenges the region is facing. JSI’s approach to community outreach and desire to work with stakeholders coincides with the cities’ approach. The selection committee appreciated JSI’s desire to develop an actionable narrative, supported by data, of Tri-Valley Human Service needs. Funding & MOUThe project will be funded equally by the cities of Dublin, Livermore, and Pleasanton. Pleasanton will serve as the project lead and fiscal agent, entering into a professional services agreement with JSI. A Memorandum of Understanding will be entered into formalizing the project and fundingobligations amongst the three cities. The base scope of work from JSI totals $203,885 and $30,582 (15%) was added as a project contingency should additional work be necessary that is outside the base scope. The base scope of work, plus contingency, brings the project total to $234,467. Each City’s one-third share contribution is outlined in Table 1. Table 1: Contribution by CityCityBase Contribution Total Contribution with ContingencyDublin$67,962 $78,155Livermore$67,962 $78,155Pleasanton$67,961 $78,157
It is anticipated that the Needs Assessment will take 15-18 months to complete, including the final report recommendation and approval by each City’s respective Commission and City Council.
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STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted.
ATTACHMENTS:1) Resolution Approving a Memorandum of Understanding between the City of Dublin, City of Livermore, and City of Pleasanton for Execution of an Update to the 2011 Eastern Alameda County Human Services Needs Assessment2) Exhibit A to the Resolution – Memorandum of Understanding
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Attachment 1
Reso. No. XX-22, Item X.X, Adopted 06/21/2022 Page 1 of 1
RESOLUTION NO. XX – 22
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF DUBLIN,
CITY OF LIVERMORE, AND CITY OF PLEASANTON FOR EXECUTION OF AN UPDATE TO
THE 2011 EASTERN ALAMEDA COUNTY HUMAN SERVICES NEEDS ASSESSMENT
WHEREAS,the cities of Dublin, Livermore, and Pleasanton desire to complete an update
to the 2011 Eastern Alameda County Human Services Needs Assessment; and
WHEREAS,through a formal Request for Proposals and selection process, JSI
Research and Training Institute, Inc. (JSI) was recommended as the consultant to lead the
project; and
WHEREAS,the cost for the project will be shared equally amongst the cities of Dublin,
Livermore, and Pleasanton, with the City of Pleasanton serving as the fiscal agent; and
WHEREAS,the cities of Dublin, Pleasanton and Livermore desire to enter into a
Memorandum of Understanding to formalize the project and funding obligation of each City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
herby approve the Memorandum of Understanding with the City of Dublin, City of Livermore, and
City of Pleasanton attached hereto as Exhibit A and authorizes the City Manager to execute the
Agreement and make any necessary, non-substantive changes that carry out the intent of this
Resolution.
PASSED, APPROVED AND ADOPTED this 21st day of June 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
49
MEMORANDUM OF UNDERSTANDING (MOU)
BETWEEN
THE CITY OF PLEASANTON
AND
THE CITY OF DUBLIN
AND
THE CITY OF LIVERMORE
FOR EXECUTION OF AN UPDATE TO THE 2011 EASTERN ALAMEDA COUNTY HUMAN
SERVICES NEEDS ASSESSMENT
This Memorandum of Understanding (MOU) is entered into as of July 1, 2022, between the City
of Pleasanton, the City of Dublin, and the City of Livermore.
RECITALS
a. The City of Dublin, City of Livermore, and the City of Pleasanton desire to collaborate on updating
the 2011 Eastern Alameda County Human Services Needs Assessment.
b. The City of Dublin, City of Livermore, and the City of Pleasanton desire to enter into this MOU to
clarify the responsibilities of all parties in regard to the update to the 2011 Eastern Alameda County
Human Services Needs Assessment.
NOW, THEREFORE, in consideration of the promises herein, the parties agree as follows:
1. The City of Dublin, City of Livermore, and the City of Pleasanton agree that JSI Research and
Training Institute, Inc. (Consultant) should be retained to develop the Update to the 2011 Eastern
Alameda County Human Services Needs Assessment.
2. The City of Pleasanton will act as the fiduciary agent and engage the Consultant in a Professional
Service Agreement for a term of two years, at a cost that will not exceed $234,467. The
Professional Services Agreement is attached to this MOU as Exhibit A, in substantially the same
form as what will be fully executed by the City of Pleasanton and the Consultant.
3. The amount to be paid by each city is to be divided as follows:
City Base Contribution Total Contribution using
100% of Contingency
Dublin $67,962 $78,155
Livermore $67,962 $78,155
Pleasanton $67,961 $78,157
Total Project Cost $203,885 $234,467
4. The City of Pleasanton will seek reimbursement from the City of Dublin and the City of
Livermore for their respective share of the project cost, by December 31, 2024. The City of
Dublin and the City of Livermore agree to pay the City of Pleasanton within 30 days of receiving
an invoice from the City of Pleasanton.
Attachment 2
50
5. In the event that the contract with Consultant is terminated, or the City of Pleasanton no longer
wishes to serve as the fiduciary agent, all unspent funds received by the City of Pleasanton will
be returned to the City of Dublin and the City of Livermore based upon the proportion paid by
each.
6. The term of this MOU is from July 1, 2022 through June 30, 2024. If the contract with
Consultant is extended, this MOU is automatically so extended.
7. Any amendments to the contract with Consultant as to term, cost, or scope of work must be
agreed to by the City of Dublin, the City of Livermore, and the City of Pleasanton. No party will
authorize the Consultant to exceed the contracted costs without the consent of all three cities.
8. Should any of the cities engage the Consultant to initiate a specific task unique to their city, the
financial obligation and project management for that specific task will be the sole responsibility
of that city and will not be covered under this MOU or the contract with Consultant described in
Section 2, above.
9. Project management for the Joint Eastern Alameda County Human Services Needs Assessment
will be shared by staff from the City of Dublin, City of Livermore, and the City of Pleasanton.
Staff will work collaboratively to ensure that project timelines are met and project deliverables
are met.
10. This MOU may be executed in multiple counterparts, each of which shall be an original and all
of which together shall constitute one agreement.
11. This MOU constitutes the entire understanding of the parties.
THIS MOU executed the date and year first above written.
CITY OF PLEASANTON CITY OF DUBLIN CITY OF LIVERMORE
________________________ ______________________ _____________________________
Gerry Beaudin, City Manager Linda Smith, City Manager Marianna Marysheva, City Manager
ATTEST: ATTEST: ATTEST:
______________________ ______________________ ________________________
Jocelyn Kwong, City Clerk Marsha Moore, City Clerk Marie Weber, City Clerk
APPROVED AS TO FORM APPROVED AS TO FORM APPROVED AS TO FORM:
________________________ ______________________ ________________________
Dan Sodergren, City Attorney John Bakker, City Attorney Jason Alcala, City Attorney
Attachment 2
51
Exhibit A
City of Pleasanton Professional Services Agreement
Attachment 2
52
PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into
this 1 day of July 2022, between the CITY OF PLEASANTON, a municipal corporation
(“City”), and JSI Research and Training Institute, Inc., a public health and research firm, whose
address is 2080 Addison Street #4, Berkeley, CA, 94704, and telephone number is (415) 400-
0020, (“Consultant”).
RECITALS
A. Consultant is qualified to and experienced in providing public health research and
consulting for the purposes specified in this Agreement.
B. City finds it necessary and advisable to use the services of the Consultant for the
purposes provided in this Agreement.
NOW THEREFORE, in consideration of the mutual covenants and conditions in this
Agreement, City and Consultant agree as follows:
1. Consultant’s Services. Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to City the services described in Exhibit A. Consultant shall provide
said services at that time, place and in the manner specified in Exhibit A.
2. City Assistance, Facilities, Equipment and Clerical Support. Except as set forth in
Exhibit A, Consultant shall, at its sole cost and expense, furnish all facilities and equipment that
may be required for furnishing services pursuant to this Agreement. City shall furnish to
Consultant only the facilities and equipment listed in Exhibit A according to the terms and
conditions set forth in Exhibit A.
3. Terms. This Agreement shall commence on the date written above and shall expire on June
30, 2024. The Agreement may be administratively extended by mutual agreement of the parties
if needed to complete the services.
4. Compensation. City shall pay Consultant for services rendered pursuant to this Agreement
as described more particularly in Exhibit A. The payments shall be made on a monthly basis
upon receipt and approval of Consultant’s invoice. Total compensation for services and
reimbursement for costs shall not exceed $234,467.
a. Invoices submitted to City must contain a brief description of work performed, time
used and City reference number. Payment shall be made within thirty (30) days of
receipt of Consultant’s invoice and approved by City.
b. Upon completion of work and acceptance by City, Consultant shall have sixty (60)
days in which to submit final invoicing for payment. An extension may be granted by
Attachment 2
53
City upon receiving a written request thirty (30) days in advance of said time
limitation. The City shall have no obligation or liability to pay any invoice for work
performed which the Consultant fails or neglects to submit within sixty (60) days, or
any extension thereof granted by the City, after the work is accepted by the City.
5. Sufficiency of Consultant’s Work. All work product and all other documents prepared by
Consultant shall be adequate and sufficient to meet the purposes for which they are prepared.
6. Ownership of Work. All work product and all other documents completed or partially
completed by Consultant in the performance of this Agreement shall become the property of the
City. All materials shall be delivered to the City upon completion or termination of the work
under this Agreement. If any materials are lost, damaged or destroyed before final delivery to
the City, the Consultant shall replace them at its own expense. Any and all copyrightable subject
matter in all materials is hereby assigned to the City and the Consultant agrees to execute any
additional documents that may be necessary to evidence such assignment. Consultant shall keep
materials confidential. Materials shall not be used for purposes other than performance of
services under this Agreement and shall not be disclosed to anyone not connected with these
services, unless the City provides prior written consent.
7. Changes. City may request changes in the scope of services to be provided by Consultant.
Any changes and related fees shall be mutually agreed upon between the parties and subject to a
written amendment to this Agreement.
8. Consultant’s Status. In performing the obligations set forth in this Agreement, Consultant
shall have the status of an independent contractor and Consultant shall not be considered to be an
employee of the City for any purpose. All persons working for or under the direction of
Consultant are its agents and employees and are not agents or employees of City.
9. Termination for Convenience of City. The City may terminate this Agreement at any time
by mailing a notice in writing to Consultant. The Agreement shall then be deemed terminated,
and no further work shall be performed by Consultant. If the Agreement is so terminated, the
Consultant shall be paid for that percentage of the work actually completed at the time the notice
of termination is received.
10. Non-Assignability. The Consultant shall not assign, sublet, or transfer this Agreement or
any interest or obligation in the Agreement without the prior written consent of the City, and
then only upon such terms and conditions as City may set forth in writing. Consultant shall be
solely responsible for reimbursing subcontractors.
11. 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
Attachment 2
54
insurance certificates required under this Agreement does not relieve the Consultant from its
obligation under this paragraph.
12. 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. Contractor 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 Contractor’s policies:
a. General Liability and Bodily Injury Insurance. Commercial general liability
insurance with limits of at least $2,000,000 combined limit for bodily injury and property
damage that provides that the City, its officers, employees and agents are named as additional
insureds under the policy as evidenced by an additional insured endorsement satisfactory to the
City Attorney. 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 $2,000,000 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.
c. Professional Liability Insurance. Professional liability insurance in the amount of
$2,000,000.
d. 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 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 notice to the City in accordance with California
Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the
effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at
least 30 days prior to the effective date of the cancellation, except that in the case of cancellation
for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to
the effective date of the cancellation. Notice shall be sent by certified mail, return receipt
requested. In addition, the insured shall provide thirty (30) days prior written notice to the City
of any cancellation, suspension, 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.
e. Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against
the City, its officers, employees and agents.
f. 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.
Attachment 2
55
g. 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.
13. Notices. All notices herein required shall be in writing and shall be sent by certified or
registered mail, postage prepaid, addressed as follows:
To Consultant: JSI Research and Training Institute To City: City Manager
2080 Addison Street #4 City of Pleasanton
Berkeley, CA 94704 P.O. Box 520
Attn: ______________ Pleasanton, CA 94566
14. 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.
15. Licenses, Certifications and Permits. Prior to the City’s execution of this Agreement and
prior to the Consultant’s engaging in any operation or activity set forth in this Agreement,
Consultant shall obtain a City of Pleasanton business license, which must be kept in effect during
the term of this Agreement. Consultant covenants that it has obtained all certificates, licenses,
permits and the like required to perform the services under this Agreement.
16. Records and Audits. Consultant shall maintain all records regarding this Agreement and
the services performed for a period of three years from the date that final payment is made. At
any time during normal business hours, the records shall be made available to the City to inspect
and audit.
17. Confidentiality. Consultant shall exercise reasonable precautions to prevent the
unauthorized disclosure and use of City reports, information or conclusions.
18. 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 of degree by the performance of Consultant’s
services under this Agreement. If such an interest arises, Consultant will immediately notify the
City.
19. 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.
20. Governing Law. California law shall govern any legal action pursuant to this Agreement
with venue in the applicable court or forum for Alameda County.
Attachment 2
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21. 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.
22. Exhibits. All exhibits referred to herein are attached hereto and are by this reference
incorporated herein.
23. Counterparts and Electronic Signatures. This Agreement may be executed in multiple
counterparts, each of which shall be an original and all of which together shall constitute one
agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any
electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et
seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other
applicable law) or other transmission method, and any counterpart so delivered shall be deemed
to have been duly and validly delivered and be valid and effective for all purposes.
24. 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.
THIS AGREEMENT executed the date and year first above written.
CITY OF PLEASANTON CONSULTANT
__________________________ By: __________________________
Gerry Beaudin, City Manager Signature
ATTEST: __________________________
Print name
__________________________
Jocelyn Kwong, City Clerk Its: __________________________
Title
APPROVED AS TO FORM: {two signatures required for corporation}
__________________________
Daniel G. Sodergren, City Attorney By: __________________________
Signature
Rev. 5/22 __________________________
Print name
Its: __________________________
Title
Attachment 2
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Exhibit B
Scope of Work
Attachment 2
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Proposal for Eastern Alameda County Human
Services Needs Assessment - JSI Amendment
May 3, 2022
In response to the stated needs of Tri-Valley Leadership, we have adapted our original proposal to
include the following:
1. Timeline and Qualitative Approach Updates:
a. The timeline has been adjusted to 15 months (approximately mid-July 2022 through mid-
October 2023). This additional time will enable the Project Team to expand the qualitative
data collection process and ensure varied and vital perspectives are engaged throughout the
process. This includes four added Commission meetings to gather input from the
Commissioners of each city. The Project Team and Steering committee will attend one Joint
Committee meeting at the beginning of the project period to allow for public comments on
the intention, work plan, and goals of the Needs Assessment process. We will attend three
separate City meetings once the Needs Assessment report is drafted.
b. We will plan to attend six City Council meetings, two for each city. The first meeting will take
place in Phase 1 to inform Council and community members about the process. The second
meeting will take place during Phase 3 before the cumulative data analysis.
c. We will convene two additional meetings with a group of 7-8 nonprofits that work
collaboratively with Tri-County to meet the needs of the community. The first meeting will
be a focus group interview completed during qualitative data collection (Phase 3). The
second meeting will take place in the report generation phase of the project (Phase 4) to
solicit feedback on themes from the data analysis and review draft recommendations for
feasibility.
d. We have built in time for two drafts of the report and two opportunities to integrate
feedback and revisions from advisors, Commissioners, City Council, and the community at
large before producing the final report. We have noted that the final report will need to
have a clear narrative that Tri-Valley leaders can use to engage policymakers.
2.The Stakeholder Advisory Committee:Based on feedback from City leaders, we have
expanded the committee to 7-10 participants. This may grow slightly should there be a
need to add more perspectives to the committee; however, we recommend a committee
with a maximum of 12 members to allow for a balance of input and forward momentum.
The committee will also include a member of the Alameda County staff in order to build
relationships, increase transparency, and identify opportunities for County collaboration and
support around Tri-Valley needs.
Attachment 2
59
Please see the updated high level timeline, detailed timeline with deliverables and corresponding
budget below.
High-Level Timeline
Attachment 2
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Detailed Timeline
Phase 1- Project Management and Coordination / Establish Timelines and Schedules
(July - August 2022)
Task Specific Activities Timeline
Kick-off Meetings
(~ 2 meetings needed)
●Review equity framework
●Confirm scope of work and approach.
Establish project timelines, milestones and
schedule
●Identify and Onboard community representative
for Steering Committee
●Establish communication plan
●Develop schedule for meetings between Project
Team and Steering Committee
●Develop information gathering outreach plan
●Identify potential SAC participants
●Identify dates or time frame for City Council meetings
for each city ( 6 total), and Commision meetings (4
total)
Deliverable: Project Work Plan, Timeline, and Scope of Services
July 2022
Community Meetings Scheduling
(between meetings)
●Present proposed schedule for community and
stakeholder meetings
●Present proposed schedule for publicly noticed City
and Commissioner meetings
Deliverable: Schedule for community and stakeholder
meetings, schedule for public noticed City meetings
August 2022
Joint Commission Meeting ●Introduction to the project, work plan, approach
and intent to reinvigorate the Needs Assessment
process
TBD - Proposed
August/Septemb
er 2022
Attachment 2
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Phase 2 - Quantitative Data Collection
(September - October 2022)
Task Specific Activities Timeline
If not scheduled previously,
attend Commission meeting
●Introduction to the project, work plan, approach and
intent to reinvigorate the Needs Assessment process
September 2022
2 - Data Review, Collection,
Identify Themes (Phase 2)
●Review, collect and analyze quantitative data outlined
in detail above
●Review the impacts of public policy and economic
events on needs and service delivery. This should
include how the changing federal, state and county
priorities and guidelines impact resources, impacts of
the pandemic, shift in private and public funding
streams, and the economic growth on needs, services
and infrastructure.
Deliverable: Itemized description of existing human services
currently being offered in the Tri-Valley. Summary of
potential problems, gaps, areas of overlap, strengths and
weaknesses.
September 2022
Monthly Steering Committee
Meeting
●Work plan review
●Discuss ongoing data collection tasks
●Confirmation and orientation of SAC
October 2022
Phase 3 - Stakeholder Advisory Committee (SAC) and Qualitative Data Collection
(November 2022- May 2023)
Task Specific Activities Timeline
Stakeholder Advisory Committee
Onboarding
●Establish and coordinate a Stakeholder Advisory
Committee (SAC). Composed of Tri-Valley human
service recipients, individuals with lived experiences,
Tri-Valley Human Services City Commissioners,
advocates, social service agencies, Alameda County
November 2022
Attachment 2
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and local nonprofits
Monthly Steering Committee
Meeting
●Work plan review
●Phase 2 deliverable review
●SAC committee planning
●Outreach to community partners
November 2022
Stakeholder and Steering
Committee Joint Meeting
●Facilitation training for SAC
●Confirm outreach plan for information gathering
●Review interview and key informant tools and schedule
December 2022
Focus Group and Key Informant
Interviews
●Manage the tools necessary to collect community
input and data
December 2022 -
May 2023
Public Meetings including
City Council Meetings
●Engage the communities, lead and facilitate
community meetings, focus groups, stakeholder
meetings and service providers
●Attend, lead and facilitate City Council,
Commission and community meetings in all
three Cities.
●Complete 15 Key Informant Interviews and 10 focus
groups (3 per city)
●3 City Council Meetings (1 for each city)
December 2022 -
May 2023
SAC Meeting #3 ●Assess progress of informant interviews, focus
groups, and outreach meetings. Troubleshoot any
issues
●Review data and themes collected thus far, identify
potential gaps in qualitative data collection plan
Deliverable: SAC Summary Report with findings from the SAC
discussions and meetings, Outreach Summary Report with
findings from all public meetings. details of attendees and
comments received at each presentation.
April 2023
Monthly Steering Committee
Meetings
●Deliverable review and feedback
●Work plan updates
December - May
2023
Attachment 2
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Phase 4 - Complete Data Analysis and Peer Review
(June- August 2023)
Task Specific Activities Timeline
Monthly Steering Committee
Meetings
●Deliverable review and feedback
●Work plan review
●Discuss scheduling for presentation of draft reports
June - August
2023
Data Analysis ●Identify and interview Tri-Valley human service
providers to further clarify human service and
infrastructure needs including local non-profit
organizations
●Analyze existing Tri-Valley human services
including needs and gap areas
●Identify where residents needing access to services
reside in the Tri-Valley
●Analyze all applicable data (federal, state and local)
●Identify funding sources including; local, county,
state, federal and private funding
●Compare information from the 2011 Eastern
Alameda County Human Services Needs Assessment
and provide a comprehensive inventory of programs
being provided in the Tri-Valley region to identify
change/improvements in service delivery and
infrastructure
●Prepare forecasts and key trends for Tri-Valley human
service and infrastructure needs
●Articulate themes through the analysis process
into goals, strategies and implementation plans.
Deliverable: Provide estimated short term (2 - 5 year) and
longer (10 year) term human service needs (services and
infrastructure) and key trends for the Tri-Valley. Include
potential funding partners/sources.
June 2023 -
August 2023
Peer review ●Review findings with non-profit organizations
supporting Tri-Valley area
●Evaluate and compare human
service/infrastructure delivery models and policies
June - August
2023
Attachment 2
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for similar areas in the greater San Francisco Bay
Area and potentially beyond if necessary (utilize
what others are doing to use an example to inform
recommendations- where we can also highlight the
relationships we have with the different
cities/counties)
Deliverable: Peer Review Report.
Public Meetings including
City Council Meetings and
Commission Meetings
●Engage the communities, lead and facilitate
community meetings, focus groups, stakeholder
meetings and service providers
●Present themes and initial findings from draft
report to City Councils (one in each city), and
Commission (one in each city)
June - August
2023
Stakeholder Advisory Committee
Meeting #4
●Review findings and discuss communication plans August 2023
Phase 5- Recommendations and Implementation Plans
(September - October 2023)
Task Specific Activities Timeline
Monthly Steering Committee
Meetings
●Review findings and finalize implementation and
communication plans
●Establish schedule for presentation of reports
Sept 2023
Recommendations and
Implementation Plans
●Describe Tri-Valley human service needs for the
next five to 10 years
●Provide final recommendations that address
comprehensive research and analysis
●Provide recommendations for innovative changes
to human service delivery model(s)
●Develop goals, strategies, implementation plans and
potential partners and package these findings into a
final report; one report combines all three Cities as a
region and one each for the Cities of Dublin,
Livermore and Pleasanton, including; - Ranking
October 2023
Attachment 2
65
human service needs/gap areas in priority order -
●Providing human service needs/gaps as well as
infrastructure needs in each plan -Identifying
associated costs for needs/gaps -Identifying potential
funding opportunities
●As part of the final report, issue an executive
summary that includes statistics and trends
addressing human service needs in the Tri-Valley in
the present and in the future (2030)
Deliverable: Final report including recommendations and
implementation plans, human services “service” needs/gap
implementation plan for each City, human services
“infrastructure” needs/gap implementation plan for each
City, Tri-Valley regional implementation plan
Attachment 2
66
Budget
Personnel
Staff Position
Budgeted
hours
Rate per
hour Total
Becky Reno Project Director/Data Lead 384 $150.00 $57,600
Corina Pinto Data Lead 359 $120.00 $43,080
Deanna Lewis Project Manager/Community Engagement 399 $120.00 $47,880
Project Associate - TBD Administrative Support 339 $90.00 $30,510
Total JSI Staff Fees $179,070
Subcontractors
Pleasanton Community Representative Community Engagement Interviews Activities 53 $50 $2,650
Dublin Community Representative Community Engagement Interviews Activities 53 $50 $2,650
Livermore Community Representative Community Engagement Interviews Activities 53 $50 $2,650
Community Representative Undecided location Community Engagement Interviews Activities 53 $50 $2,650
Total Subcontractor Fees $10,600
Total Professional Fees $189,670
Other Direct Costs
Incentives $6,315
Recruitment Materials/Campaign $1,000
Meals/Snacks for Community Meetings ($20)$1,900
Translation Services (10 cents per word)$1,000
Travel (20 trips)$1,000
Honorariums for SAC and Steering Committee ($500)3,000
Total Estimated Project Budget $203,885
Attachment 2
67