HomeMy WebLinkAbout2020-11-09 City Council Agendas (8)
City of Palo Alto (ID # 11686)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/9/2020
City of Palo Alto Page 1
Summary Title: Provision of Older Adult Services Contract - Avenidas
Title: Approval of Contract Number C21178949 With Avenidas, Inc. for the
Provision of Comprehensive Services to Older Adults for Five-years in an
Amount Not-to-Exceed $2,626,165
From: City Manager
Lead Department: Community Services
Recommendation
Staff recommends that City Council approve and authorize the City Manager or his designee to
execute a professional services contract, Contract No. C21178949, with Avenidas Inc.
(Avenidas), for the provision of comprehensive services to older adults, their families and
caregivers in Palo Alto, for a contract term of 7/1/20 – 6/30/25, not-to-exceed $2,626.165.
Executive Summary
The scope of services in this contract (Contract link here) covers the provision of comprehensive
services to older adults in the community including information and referral services, case
management, counseling, support groups, screening, volunteer opportunities, classes and
workshops for older adults that assist physical health and well-being, socialization and lifelong
learning, transportation, provision of routine health maintenance provision of services that
assist older adults in being able to live safely and independently as a long as possible in their
own homes, and establishing partnerships with other local organizations.
Background
To understand the relationship between the City and Avenidas, one must understand the
history of the provision of senior services in Palo Alto. Avenidas’ (previously the Senior
Coordinating Council) relationship with the City covers a forty-plus year period. Several
significant events and changes occurred during this time period:
• The City established its own Senior Adult Services in 1971, based on a study of Palo Alto
senior residents completed by the Senior Coordinating Council (SCC), and witnessed an
expansion of those services over the next few years.
City of Palo Alto Page 2
• The City funded the SCC administration, Senior Day Health program and Home Repair
Service prior to the establishment of the Senior Center of Palo Alto, while concurrently
funding its own Senior Adult Services.
• After lengthy discussions over time, the City agreed to offer the Old Police/Fire Station
building to the SCC at a nominal yearly fee, provided the SCC raised the necessary funds
($1.2 million) to renovate the facility. Implicit in this agreement was a commitment to
help the SCC with operating funds for the Senior Center as well as continuing support
for its other programs.
• In 1978, the City transferred its Senior Adult Services to the SCC and first provided funds
for the operation of the Senior Center.
• The City and the SCC agreed that the SCC would always make substantial efforts to
secure community support and other non-city public funds. That objective remained
part of the SCC’s contracted Scope of Services.
• The Senior Coordinating Council changed its name to Avenidas in 1996.
• Avenidas continued to lease the Senior Center facility on Bryant Street in Palo Alto for
$1/year, with a lease to expire in 2027. Avenidas is responsible for all the maintenance
and upkeep; the City maintains the roof and exterior.
• In 2014, Avenidas, along with Palo Alto Community Child Care (PACCC), requested that
they be removed from the Human Services Resource Allocation Process (HSRAP) process
of contract application review and become direct contractors with the City. Council
concurred with this request at their meeting on May 12, 2014 and directed staff to
separate the funding contracts with Avenidas and PACCC from HSRAP and to contract
directly with them for the term just ending July 1, 2015 – June 30, 2020.
• On June 23, 2014, Avenidas approached the City requesting a second fifty-year lease to
replace the current lease based on plans to undertake a major rehabilitation and
modernization of the interior of the building in order to meet the growing needs of the
City’s seniors and to continue its many services. Council concurred and a new 50-year
leases was entered into that will expire in 2064.
• In April 2019, Avenidas re-opened after a $20 million multi-year renovation and
construction project, $5 million of which came from the City.
A sole source exemption from competitive solicitation was granted pursuant to PAMC
2.30.360(d) as Avenidas is the only provider of comprehensive services to older adults in the
community with the sufficient agency capacity and experience to perform the services
requested.
The only other providers of “broader” based older adult services available in Palo Alto are those
provided to older adults living in retirement facilities such as Lytton Gardens, Channing House,
etc., the Oshman Family Jewish Community Center (JCC) and the Family YMCA. The JCC’s older
adult specific programs consist of excursions, lectures, classes, concerts and luncheons. The
JCC operates a gym and fitness center offering a wide array of fitness classes. Approximately
10% of these classes are marked as “all levels” and more geared for seniors, although anyone
City of Palo Alto Page 3
can participate. The Family YMCA in Palo Alto offers services and classes to older adults, but
primarily health and wellness related, with some social activities.
For all our surrounding communities, comprehensive older adult services are provided in City-
operated senior centers. As detailed at the beginning of the background section, the City of
Palo Alto made a conscious decision in 1978 to transfer older adult services to Avenidas and
provided initial funding for the operation of the senior center. Since that time, the City has
provided funding to Avenidas (presently 8% of their total operating budget) for the provision of
comprehensive services to older adults in Palo Alto.
Discussion
The scope for comprehensive services to older adults for the contract period of 2020 – 2025
aims to address the following goals:
To support the FRAIL ELDERLY, less independent, older adults in their efforts to maintain and
improve their functional ability to remain in their own homes and the community.
1. To support CAREGIVERS, particularly spouses and adult children as they care for
dependent family members.
2. To support older adults and their families by providing TRANSPORTATION
ASSISTANCE allowing them to remain safely in their own homes and in the
community.
3. To provide community and RELIEF FROM ISOLATION by engaging older adults in
programs of enrichment, health, and wellness.
In addition, Avenidas will continue to work with City staff in coordinating appropriate services
for the older adult homeless population in Palo Alto. For the specific program objectives, tasks and
outcomes measures as part of this contract, see full scope of services in the contract (ATTACHMENT A).
In response to the current COVID-19 pandemic, Avenidas quickly transitioned their services to
an online format and is reaching out in deep ways to help the older adult community (See
COVID response here). Below please see a synopsis of their organization’s response to the
COVID-19 pandemic and current programming. It is anticipated that the services listed below
related to the goals listed above shall comprise the scope of services for this contract until
Avenidas re-opens its doors to the public when safe to do so.
• Avenidas physically closed its two community centers to the public at 450 Bryant Street
and at the Cubberley Community Center on March 12, 2020. The Avenidas Rose Kleiner
Center suspended adult day health care group services on March 13, 2020.
• Since then the enrolled population of 100+ frail elderly and their families at the Rose
Kleiner Center have received state-approved “temporary alternative services” from
Avenidas designed to help these individuals manage their often multiple and complex
chronic conditions.
City of Palo Alto Page 4
• Many programs and services at 450 Bryant and Cubberley have transitioned to
alternative on-line formats. They currently have 22 ongoing classes currently being
offered via Zoom with approximately 488 people enrolled.
• Handyman Services, Door-to-Door volunteer client transportation, Early Literacy
Program, Avenidas Blooms; and several ancillary personal health services have been
suspended. These included acupuncture and nail care.
• Caregiver support and crisis help continues to be provided by social work staff of
Avenidas Care Partners via phone/email. Avenidas Door-to-Door volunteer
transportation has transitioned to providing grocery shopping and delivery services. 165
transportation clients have been called to assess their unmet need. As a result, dozens
of shopping trips have been made to support this group. Shopping and delivery of
groceries and PPE supplies continue as an ongoing effort.
Resource Impact
Funding for year one of this contract, $521,065, is included in the FY 2021 Adopted Operating
Budget of the Community Services Department. For Fiscal Years 2022 - 2025, the contract will
be subject to the City Council annual appropriation of funds.
Policy Implications
The Comprehensive Plan addresses the needs of seniors in several sections including:
• GOAL C-1 Deliver community services effectively and efficiently.
o Policy C-1.18 Support existing senior programs and seek opportunities to expand
programs, including programs promoting health, life-long learning, recreation,
arts and cultural experiences designed for seniors at all public community
facilities and parks.
o Program C1.18.2 Support, promote and publicize the provision of comprehensive
senior services in coordination with senior service providers. Comprehensive
services include addressing senior nutrition, mental health and transportation
• GOAL C-5 Sustain the health, well-being, recreation and safety of residents and visitors
and improve the quality, quantity and affordability of social services for all community
members, including children, youth, teens, seniors, the unhoused and people with
disabilities.
Stakeholder Engagement
Human Services staff worked closely with Avenidas leadership to review and develop the
agreement.
Environmental Review
Accepting the staff recommendation does not meet the definition of a “project” under
the California Environmental Quality Act and therefore, no environmental review is required.
Attachments:
City of Palo Alto Page 5
• Attachment A Exhibits A-C
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EXHIBIT “A”SCOPE OF PROGRAM SERVICES & TIME SCHEDULEAVENIDAS, INC.
Senior Services
I. PROGRAM SERVICES
CONSULTANT shall provide services to the elderly and their families and caregivers through
enrichment and individual and family services. Avenidas provides a comprehensive local
resource for seniors and caregivers that identifies their needs and designs and delivers
programs, services, and activities to meet those needs and interests.
II. PROGRAM GOALS
1. To support the FRAIL ELDERLY, less independent, older adults in their efforts to maintain
and improve their functional ability to remain in their own homes and the community.
2. To support CAREGIVERS, particularly spouses and adult children as they care for
dependent family members.
3. To support older adults and their families by providing TRANSPORTATION ASSISTANCE
allowing them to remain safely in their own homes and in the community.
4. To provide community and RELIEF FROM ISOLATION by engaging older adults in
programs of enrichment, health, and wellness.
In addition to the scope of services discussed above, Avenidas will continue to work with City staff in
coordinating appropriate services for the older adult homeless population in Palo Alto.
III. PROGRAM OBJECTIVES
For Goal #1 – FRAIL ELDERLY
1. Provide adult day health care services to 100 frail seniors through the Avenidas Rose
Kleiner Center
2. Provide 8,000 days of adult day health services to frail seniors through the Avenidas
Rose Kleiner Center
3. Provide Case Management Services to 40 frail, dependent and isolated seniors
4. Provide counseling, referral, or enrollment to 200 families and caregivers through the
Avenidas Rose Kleiner Center
Outcome Measures:
75% of clients remain enrolled for 3 months or longer demonstrating improved
or maintained functional levels in activities of daily living.
90% of participants report being better able to manage their health because of
improved understanding of their condition and its trajectory.
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For Goal #2 – CAREGIVER SUPPORT
1. Provide support group assistance to 150 caregivers through Avenidas Care Partners and
the Avenidas Rose Kleiner Center
2. Provide conferences, workshops and classes on caregiving issues for 150 attendees
through Avenidas Care Partners
3. Provide individualized consultations and support to 150 caregivers though Avenidas Care
Partners
Outcome Measure:
90% of caregivers report being better able to manage the care of their family
member because of health education received, and improved understanding of
their family members’ health status.
For Goal #3 – TRANSPORTATION ASSISTANCE
1. Provide transportation assistance to 200 older adults through Avenidas Door-to-Door,
Avenidas Volunteer Corps, and the Avenidas Rose Kleiner Center.
2. Provide 2,500 one-way trips through Avenidas Door-to-Door
3. Provide 15,000 one-way trips through Avenidas Rose Kleiner Center
Outcome Measures:
Analyze percentage of clients using service for short-term needs; post medical
procedure
Analyze percentage of clients using service for long-term needs, who no longer
drive
For Goal #4 – FOCUS ON THE ISOLATED
1. Provide enrichment classes, services, and workshops to 1,500 individuals through the
Avenidas @ 450 Center; Avenidas Chinese Community Center @ Cubberley; and online
@ Avenidas Without Walls.
2. Provide enrichment classes to 4,000 attendees through Avenidas @ 450 Center;
Avenidas Chinese Community Center @ Cubberley; and online @ Avenidas Without
Walls.
3. Provide volunteer opportunities to 350 volunteers through the Avenidas Volunteer
Corps
Outcome Measures:
60% utilization of program capacity
# returning clients/# new clients > 1
IV. METHODS
1. Leverage staff resources by partnering with community organizations; utilize the services
of volunteers to provide services to participants and clients and to assist with
administrative support tasks.
2. Leverage existing resources through fundraising from the community.
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3. Provide weekly academic, health and fitness courses to facilitate intellectual and physical
stimulation and to provide opportunity for the development of new skills and interests.
4. Provide a wide variety of lectures to broaden perceptions and to cultivate ideas.
5. Provide entertainment, fellowship, and information exchange at special events and
other activities
6. Provide health maintenance screenings for common issues and to promote health
education.
7. Provide information about health and wellness and healthy aging.
8. Facilitate one-to-one counseling services through scheduling, coordination, and
providing meeting space.
9. Provide information and referral to seniors, family members, and service providers.
10. Provide case management that includes assessment, care planning, and service
arrangements especially to less independent older adults.
11. Provide emotional support to seniors through support groups.
12. Provide consultations to caregivers for practical advice, linkage to community resources
and emotional support.
13. Develop and maintain linkages with local senior housing facilities through regular site
visits.
14. Provide counseling, referral or enrollment into adult day health services for individuals
and their families who are in search of assistance for less independent older adults.
V. DELIVERABLES
1. Consultant shall provide semi-annual activity reports relating to this Scope of Services
for the periods ending December 31, 2020; June 30, 2021; December 31, 2021; June 30,
2022; December 31, 2022; June 30, 2023; December 31, 2023; June 30, 2024; December
31, 2024; June 30, 2025; within fifteen days after these dates.
2. Each report shall cover the preceding six months and such other information as the
Program Manager may request. The final report shall focus on the preceding six months
but shall also provide information on contract services for the entire year. The
additional summary report shall cover the period for the entire contract period up to the
date prior to submission. Each report shall be prepared in the form agreed upon by the
Program manager and the Consultant.
VI. TIME SCHEDULE
Services shall commence on July 1, 2020 and continue through June 30, 2025.
Semiannual progress reports shall be completed and submitted to the City on the
fifteenth day after each six-month period.
VII. REQUIREMENTS
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The City of Palo Alto requires mention of its name in all materials that acknowledge
donors in any public announcements or publicity regarding funded programs.
CONSULTANT shall comply with the Americans with Disabilities Act (ADA) of 1990.
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EXHIBIT “B”
FY 2021-2025 CONTRACT BUDGET
Expense Categories
Total Agency
Budget
(per fiscal year)
Total ContractBudget
(per fiscal
year)
% of
Contract
Budget
Compensation $ 3,535,155 $ 383,803 74%
Programs Operating $ 438,478 $ 47,605 9%
Building Occupancy $ 287,140 $ 31,174 6%
Insurance $ 229,500 $ 24,916 5%
Fund Raising and Marketing $ 192,356 $ 20,884 4%
Administrative Operating $ 116,823 $ 12,683 2%
Total Expenses $ 4,799,452 $ 521,065 100%
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EXHIBIT “B-1”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgetedbelow. The
CITY’s Project Manager may approve in writing the transfer of budget amounts betweenanyof the
tasks or categories listed below provided the total compensation for Basic Services, including
reimbursable expenses, and the total compensation for Additional Services do not exceed the amounts set forth in Section 5 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Year 1 $ 521,065.00
(July 1, 2020 through June 30, 2021)
Year 2 $ 521,065.00(July 1, 2021 through June 30, 2022)
Year 3 $ 521,065.00
(July 1, 2022 through June 30, 2023)
Year 4 $ 521,065.00(July 1, 2023 through June 30, 2024)
Year 5 $ 521,065.00
(July 1, 2024 through June 30, 2025)
Sub-total Basic Services $2,605,325.00
Reimbursable Expenses $0.00
Additional Services $20,840.00
(Years 2-5; not to exceed $5,210 per fiscal
year per Section 5.1.2)
Maximum Total Compensation $2,626,165.00
ADDITIONAL EXPENSES
The full payment of charges for extra work or changes, or both, in the execution of the Program will be made, provided such request for payment is initiated by CONSULTANT and authorized, in
writing, by the program manager. Payment will be made within thirty (30) days of submission by
CONSULTANT of a statement, in triplicate, of itemized costs covering such work or changes, or
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both. Prior to commencing such extra work or changes, or both, the parties will agree upon an estimated maximum cost for such extrawork orchanges. CONSULTANT will not be paid forextra
work or changes, including, without limitation, any design work or change order preparation, which
is made necessary on account of CONSULTANT’s errors, omissions, or oversights.
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EXHIBIT “C”
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN
AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIESWITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THESTATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORYSTATUTORY
YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED
BODILY INJURY- EACH PERSON- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY DAMAGE, COMBINED
$1,000,000$1,000,000$1,000,000
$1,000,000
$1,000,000
$1,000,000$1,000,000$1,000,000
$1,000,000
$1,000,000
YES PROFESSIONAL LIABILITY, INCLUDING,
ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANYRESULTANT AGREEMENT, THE INSURANCECOVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE
EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT
THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
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B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHERTHAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENTOF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCEAND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL:
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP