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Home My WebLink About2001 S Housing - TANF Housing Program Professional Services Contract Renewal/W l' —�S—^ ° Gee Associates, Inc. 104 Landing Drive Chapel Hill, N.C. 27514 Phone: (919) 408 -0276 Facsimile: 408 -0520 e -mail: PGEE 1(a,MSN.COM Proposal for Provision of Administrative and Expert Services Gee Associates, Inc. respectfully submits this proposal to provide administrative and direct services for the TANF Pilot Housing Program to the Orange County Department of Housing and Community Development. The proposed scopes of work, schedule of fees and expenses, and timeframe are included as part of this proposal. Scone of Work A. Program Administration of TANF Pilot Housing Grant Proizram Gee Associates, Inc. will provide program administration services for the TANF Pilot Housing Program recently funded through a grant from the State of North Carolina for a period starting 1 July 2001 and ending 30 June 2002. These services will include total project administration, management of program sub - contracts, grant reporting and fiscal management, and other tasks as deemed appropriate under the direction of Tara Fikes, Department of Housing and Community Development (programmatic) and Gwendolyn Price, Department of Social Services (fiscal). Patricia Gee, Gee Associates, Inc. President, will function as program administrator at 10 hours a week (.25 full time equivalent or FTE) and is ultimately responsible under this agreement for the completion of all contracted tasks. Major responsibilities include: • On -going administrative oversight and contract supervision of all major program components, including rental subsidies and landlord outreach, educational and case management services, homeownership efforts and Individual Development Accounts, rent and utility deposits and emergency funds; • Monthly written and oral reports to the County staff and monthly staffing of the Evaluation/Management Team; • Creation and maintenance of systems for tracking performance, grant expenditures, and other program documentation; • Fiscal management of all grant funds; • Implementation of evaluation protocols in coordination with State contractors; • Negotiation and ongoing contract management for agencies funded under grant; • Preparation of draft program reports as required by the State and County; • Attendance at State - mandated program meetings and/or training; • Coordination with ACHIEVE! Staff at Chapel Hill Department of Housing; • Serve as spokesperson for the program and respond to informational inquiries. B. Direct Program Services Patricia Gee will hire and supervise contract staff that will provide the following direct services for the participants in the program. Educational and Outreach Component — Develop and implement a monthly program of educational outreach services to program participants and the general public as described in the TANF Housing Continuation grant. The purpose of this educational outreach is to supplement the education relating to self - sufficiency strategies that participants will receive in workshops under this grant. In addition, a monthly newsletter will be distributed to all participants, partner agencies, appropriate county and municipal staff and others deemed useful. An employment resource fair and other educational materials will serve an additional 125 families in TANF and Section 8 programs and others in low wealth families to assist them to access education and services to enhance their ability to become self - sufficient. Monthly resource teams (3 at present) consisting of 2 -3 partner agency staff and 4 -7 rental subsidy families are coordinated to provide individualized assistance and peer support. Contract staff will consist of a Project Coordinator at 24 hours a week and an Educational Project Associate at an average 4.5 hours a week. • Case Management Component — (Rental Subsidy Program and IDA Program) Provide case management services for the planned 21 program participants in the Rental Subsidy component of the TANF Housing grant. The 18 participants in the IDA program will receive a limited level of information and referral assistance. Case management will follow an intensive family - centered model, with weekly contact between the case manager and participants. Project participants develop self - sufficiency goals and objectives and detailed action plans for the period of their participation in the program. The caseworker coordinates closely with sub - contractors managing the rental assistance and utility /rent deposits/emergency funds programs. She/he is responsible for assisting families to access needed services, to stay employed and to improve their employment status, to access skills- building and education services, to track performance, and otherwise to assist families to stay on track toward self - sufficiency and home ownership Contract staff will include 4 hours a week for a Senior Case Management Coordinator and 3 part-time case workers across the County serving a total of 52 hours a week. Program Design and Service Delivery - Gee Associates, Inc. contract staff will provide program design and implementation support to the Individual Development Account and Deposit Assistance Programs. This will include participant recruitment, selection, and on- going information, referral and training services for these 38 -50 families. Research on program service expansion and development of new community agency partnerships will be undertaken to expand our ability to serve Orange County's low wealth families. Staff include a Project Coordinator at 8 hours a week and research/program development contractor at 4 hours a month (Patricia Gee). Contractor Administrative and Direct Service Capacity Gee Associates, Inc., is a consulting practice specializing in services for private and public not- for -profit organizations, including service delivery; program design, implementation and evaluation; strategic planning and organizational development; community -based coalitions and resource development. Gee Associates provided program administration and direct services for the pilot phase of the TANF Housing Program and would continue to serve in that capacity. Patricia Gee, President, has close to 20 years of executive management experience in non -profit organizations and has authored more than $7 million in successful foundation, corporate and government grants. She is noted nationally for her expertise in creative program design and interagency collaboration. Gee Associates, Inc., was incorporated in the State of North Carolina in December 1998. Prior to that, it had operated as a sole proprietorship in the Commonwealth of Massachusetts. Clients there included the City of Boston, the John F. Kennedy Presidential Library and Foundation, Roxboro Community College System, community -based public health coalitions in Boston, Worcester and Woburn, the national Affordable Comfort Housing Conference. (Consulting resume attached.) Current and previous consulting contracts include: • Program Administration and direct services for the Pilot Phase of the TANF Housing Program in Orange County, N.C. • Contract administrator and Board/Staff development trainer for $100,000 HUD grant to Chapel HilUCarrboro Residents' Council; • Facilitated planning exercise for Executive staff of the community college in Boston: • Strategic planning, staff development and grant writing for community -based public health coalitions in three Massachusetts cities; • Grant- writing and coalition development assistance to the City of Boston in preparation of a $93 million Empowerment Zone Grant; • Evaluation of an inner -city youth service program in Boston that served as the prototype for City Year, which was the model for Americorps; conducted a survey of prior participants; developed a training manual for youth volunteers with accompanying video and management guidelines for staff; also assisted Foundation Board and staff to develop a strategic plan and conducted executive search for new program director; • Assisted in development of a resident energy conservation manual for use nationally. Ms. Gee has spent most of her life in North Carolina and was graduated from the University of North Carolina at Chapel Hill with a degree in English. She served two years as a university English teacher in Tunisia, North Africa while in the Peace Corps. For six years, Ms. Gee held a department head position with the N.C. Alternative Energy Corporation in Research Triangle Park (now Advanced Energy) where her department conducted energy conservation research projects on innovative financing for local governments, schools and nonprofit organizations, cost reduction strategies for public housing, service delivery models for hard -to -reach populations and consumer education. Her management experience includes service as Executive Director of a non -profit 80- member organizational coalition outside Boston with an annual budget of $1.4 million and a Board of Directors that included the Mayor, City Manager, Superintendent of Schools, service providers and CEO's of major corporations. Ms. Gee was employed with the Town of Chapel Hill Department of Housing where she developed their welfare -to -work self - sufficiency program, ACHIEVE!. She has been president of her consulting practice for 5 years. Fiscal and Sub - contract Management Patricia Gee and contract staff as assigned will develop reporting and tracking systems for expenditure of all contract funds in coordination with fiscal grantee, Dept. of Social Services and other County departments as required. Gee Associates, Inc. will have direct responsibility for the recommendation for payment of all project funds. The contractor will complete all fiscal reporting and tracking tasks as required by the County and by the State for approval by the County in the manner and on the schedule requested. Timeframe and Schedule of Tasks Gee Associates, Inc. is prepared to assume the responsibilities as described within this document as soon as the County consummates a contract agreement. Budget projections assume a July 1, 2001 administrative start -up (continuation of current contract). This contract will cover the period from July 1, 2001 to June 30, 2002. Within a week of consummation of an agreement, Gee Associates, Inc. will prepare a detailed schedule for task completion to be incorporated into this agreement. Budget Gee Associates, Inc. will provide: • program administration tasks as summarized in this proposal for the 12 months beginning 1 July 2001 for a total of $33,264. • Direct expert services over the 12 -month period for a total of $101,610. In addition, the firm will oversee distribution of $25,690 in training sub - contracts. The total contract to Gee Associates, Inc. would be $134,874. A budget summary for both tasks is attached (Attachments A and B). Invoices for reimbursement of expenses and fees as covered under this proposal will be submitted to Orange County on a bi- weekly basis in the form and format required by County staff. Local References Dorothy Pennell Karen Rose Joann Mitchell Director, Orange Co. Office Human Services Coordinator Coordinator Employment Security Town of Chapel Hill Chapel Hill/Carrboro Commission Police Department Residents' Council 644 -1051 968 -2760 942 -3720 Thank you for consideration of this proposal to provide administration and direct services for the TANF Pilot Housing Program. I am excited at the opportunities this program will provide for low wealth citizens of Orange County to move toward stable housing and self - sufficiency. Submitted: Patricia S. Gee, President Gee Associates, Inc. May 16, 2001 ATTACHMENT A. — Gee Associates, Inc. Administration Contract A. Contract Administration Administrator fee (.25 FTE) ....................... ............................... $ 13,440 Supplies, printing, phone, mail and other support ............................. 19,140 Travel................................................ ............................... 684 Sub -total ........................................... ............................... $ 33,264 ATTACHMENT B. — Gee Associates, Inc. Direct Services Contract B. Direct Services 1. Education and Training Project Coordinator (24 hrs./ wk) ................. ............................... $ 26,400 Educational Associate (22 hrs. mo.) ............. ............................... 3,151 Newsletter Design and Distribution ............. ............................... 3,000 Training Travel and Support .................... ............................... 1,500 2. Case Management for 39 families Senior Case Management Coordinator ........... ............................... 8,640 3 Case Workers (total of 52 hours a week) ....... ............................... 44,560 Case management travel and support ............ ............................... 2,500 3. Program Design and Service Delivery (IDA and Deposit Assistance Programs) Project Coordinator (20 % time) ............... ............................... 9,152 Research & Program Development Consultant ............................ 2,160 Training and travel expenses ................... ............................... 547 Sub -total of 1, 2, 3 .................................. ............................... 101,610 GRAND TOTAL A. & B ........................................ ............................... $134,874 MEMORANDUM OF AGREEMENT This Agreement, made and entered into this day 0%4 2001, by and between Orange County, North Carolina, hereinafter called the "County ", and Gee Associates, Inc., of Chapel Hill, North Carolina, their successors or assigns, hereinafter called the "Contractor ". Purpose. The County agrees to employ the Contractor to provide overall management, supervision, and case management of the Orange County TANF Program through June 30, 2002 as described in the Contractor's Proposal dated May 16, 2001 which is attached and incorporated into this Memorandum by reference. Further, the Contractor agrees to enter into a Purchase Contract with the Department of Social Services as may be required by the State Division of Social Services. 2. Payment of Services. The Contractor will be paid a total not to exceed $134,874 for completion of all services identified in the Contractor's proposal. Payment will be made upon receipt and approval of invoices for services rendered in accordance with the Budget provided in the Contractor's Proposal. There will be no payment advances. 3. County Representative. The Orange County Housing and Community Development Director and the Work First Program Manager, or his/her designated representatives shall act as the County's representative with respect to the services to be rendered under this Agreement. Such persons shall have complete authority, to the extent permissible under law and by the County's procedures, to transmit instructions, receive information, interpret and define the County's policies and decisions with respect to the Contractor's services for the project. 4. Insurance. The Contractor shall procure and maintain insurance for protection from - claims under workers' compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees, or of any person other than such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting there from. Also, the Contractor shall procure and maintain professional liability insurance for protection from claims arising out of performance of professional services caused by a negligent error, omission or act for which the insured is legally liable. The Contractor shall provide the County a Certificate of Insurance issued and endorsed by the insurance carrier certifying the following coverage. Workers' Compensation Insurance Statutory Limits Professional Liability (Errors and Omissions Coverage Included) $1,000,000 per occurrence $3,000,000 aggregate Public Liability Insurance: $1,000,000 per occurrence Including bodily injury and property damage (Includes coverage on vehicles being used by the firm) 5. Assignment. No transfer or assignment of the Contractor's interest in this Agreement shall occur without the prior written consent of the County. 6. Binding Effect. This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective successors and assigns. 7. Indemnification. To the extent legally possible, the Contractor shall indemnify and hold County, its officers, agents, and employees, harmless from and against any and all claims, actions, liabilities, costs, including attorney fees and other costs of defense, arising out of or in any way related to any act or failure to act by Contractor, its employees, agents, officers, and contractors in connection with this contract. In the event any such action or claim is brought against County, the Contractor shall, upon County's tender, defend the same at the Contractor's sole cost and expense, promptly satisfy any judgment adverse to County or to County and Contractor jointly, and reimburse County for any loss, cost, damage, or expense, including attorney fees suffered or incurred by County. 8. Subcontracting. The Contractor shall not subcontract work under this contract, in whole or in part, without County's prior written approval. The Contractor require any approved subcontractor to agree, as to the portion subcontracted, to comply with all applicable federal, state, and local laws, rules, ordinances, and regulations at all times and in the performance of the work and to comply with all obligations specified in this contract. Notwithstanding County's approval of a subcontractor, the Contractor shall remain obligated for full performance of this contract and County shall incur no obligation to any subcontractor. The Contractor shall indemnify, defend, and hold County harmless from all claims of its contractors. 9. Termination. The obligation to provide further services under this Agreement may be terminated by either parry upon 30 day written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 11. Notices. Any Notice shall be in writing and shall be given by depositing the same in the United States mail, post -paid and registered or certified, and addressed to the party to be notified, with return- receipt requested, or by delivering the same in person to an officer or principal of such party. Notice deposited in the mail in the manner here in above described shall be effective upon mailing. For purposes of notice, the addresses of the parties shall, unless changed as hereinafter provided, be as follows: i. To the County: Orange County c/o Housing and Community Development Department P.O. Box 8181 Hillsborough, NC 27278 ATTN: Director E To the Contractor: Gee Associates, Inc. 104 Landing Drive Chapel Hill, NC 27514 ATTN: President Either the County or Contractor may change the person or address to which any future Notice shall be given as herein provided. 10. Governing Law. This Agreement shall be construed in accordance with and governed by the laws of the State of North Carolina.. Any litigation arising out of this Agreement shall be brought in courts sitting in North Carolina, with venue in Orange County. IN WITNESS WHEREOF, the parties hereto, intending to be legally bound, have set their hands and seals on the day and year first above written. COUNTY OF ORANGE, NORTH CAROLINA Stephen H. Halkiotis, Chairman WITNESS: A-, "/, /�' z�� everly A. ythe Clerk to the Board of Commissioners GEE ASSOCIATES, INC. (SEAL) 2" Patricia Gee, Presi ,nt WITNESS: AAA / Aura Young This document has been preaudited in accordance with the N.C. Local Government and Fiscal Control Act. Ke eth Chavious, Finance Director