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HomeMy WebLinkAboutbocc.con.amended.281.18 E8/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 11631196.581000 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative Lindsay Maisch County Representative Phone (970) 319-9463 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 63,850.00 $ 2,255,577.00 $ 835,530.00 $ 3,154,957.00 Human Services Extension of contract for 2023, incorporation of Winter Overnight Shelter additional services (beginning 11/14/2022), and allocation of contributory fundind not to exceed $835,530.00. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Drug and Alcohol Detoxification Recovery Resources, LLC $835,530.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $- $- $- $835,530.00 Sole Source Services/Maintenance 10/31/2018 12/31/2023 Change Order/Contract Amendment 281.18 E Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement Contract #: 281.18 Rev. 2018.06.13 btf Budget Line Item #: 11631196.581000 *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 1 CHANGE ORDER / CONTRACT AMENDMENT Change Order Number: 281.18 E OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: Recovery Resources, LLC PO Box 373 Snowmass, CO 81654 The Provision of Drug and Alcohol Detoxification (the “Contract”) dated October 1, 2018 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and Recovery Resources, LLC (the “Contractor”), is hereby amended as follows: Description of Change: 1. Extension of Contract term through December 31, 2023 for continuation of services; and 2. Allocation of funds in the amount of Eight-Hundred Thirty-Five Thousand Five-Hundred Thirty dollars and Zero cents ($835,530.00) for the 2023 Contract term as contributed and per service area described in the below contribution summary. In consideration of this funding and the proposed budget for services, Contractor agrees explicitly to bill only for services provided as anticipated; any temporary, permanent, and/or semi-permanent suspensions of work, for any reason, shall be reflected as operational vacancy savings to County ; and 3. Incorporation of the attached, updated Scope of Services document to modify existing services to now include Winter Overnight Shelter services for up to 12 unsheltered residents per night beginning November 14, 2022 – May 31, 2023 and again resuming November 1, 2023 – the end of this renewal term, December 31, 2023. Services shall be Contract #: 281.18 Rev. 2018.06.13 btf Budget Line Item #: 11631196.581000 *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 2 performed in accordance with the attached Scope of Services and in compliance with any and all Federal, State, and/or Local laws, regulations, requirements, and/or statutes. Reason for Change: 1. Extension of Contract for continuation of services for the 2023 year 2. Allocation of funding and clarification of billable service expectations 3. Incorporation of additional scope for the provision of Winter Overnight Shelter services management. Original Contract Amount $ 63,850.00 Previous Change Order/Amendment Amount $ 2,255,577.00 This Change Order/Amendment Amount $ 835,530.00 New Contract Total $ 3,154,957.00 Contract #: 281.18 Rev. 2018.06.13 btf Budget Line Item #: 11631196.581000 *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 3 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. RECOVERY RESOURCES, LLC ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Dec-13-2022 Lindsay Maisch Human Services Director Dec-13-2022 Janelle Duhon Executive Director Phylis Mattice Dec-13-2022 Deputy County Manager Withdrawal Management and Winter Overnight Shelter Proposal A Blended Program Proposal: This proposal requests $835,530 to support a blending of programs that include the 3.2 Withdrawal Management program and enhancement of the Resilience center by offering winter overnight shelter from November 2022, thru May 30, 2023 and opening the Resilience Center 7 days a week. We want to invest in cross-training existing Withdrawal Management staff so that they can have more flexibility and expertise to serve clients where the need is greatest. This investment will also empower staff to gain valuable experience, purpose, and professional certifications. The Withdrawal management facility has been funded by Pitkin County to offer 24/7 access to care. Our goal is to utilize the Withdrawal Management Budget in a way that benefits multiple programs. The proposed budget would fund the continuation of the Withdrawal management program, fund the Winter overnight shelter and allow the Resilience Center to open 7 days a week from 10AM-6PM for essential services such as a warm shower, laundry service, access to a hot meal, case management, access to Recovery Resources Virtual Resilience Hub and recovery support services. Each program serves marginalized and vulnerable populations who are facing struggles with homelessness, risk of homelessness, addiction, and trauma. These programs provide a different set of services, but all services are connected and coordinated through the Resilience Center. All three program areas focus on helping people build the skills and healthy coping strategies they need to thrive beyond adversity. Concerns: 1. Withdrawal Management has seen a decrease in admits. Withdrawal Management decrease is due to multiple components. There is a new ambulatory detox program that is managed by Mid Valley Family Practice. We have been able to connect a lot of clients to treatment. Our number of homeless populations that we usually see in withdrawal management has decreased due to ESGCV2.2 funding for 2021-2022. Our Street Outreach team has connected people with their families and clients have returned to their hometowns. 2. Planning a Winter Overnight Shelter this year without the ESGCV grant is a challenge. Recovery Resources hosted the winter overnight shelter last year at the Chapel. This became a challenge due to staffing. We used the ESGCV emergency shelter funding and moved everyone to hotels. Managing people in hotels was very difficult. Although non-congregate shelter is not ideal, we do not have any options in Aspen for non-congregate currently due to no housing and no affordable housing. 3. Resilience Center is only open 4 days a week from 10AM-6PM. We offer case management, showers, laundry service and we provide food from Lift UP. We currently hold a Food License which requires us to follow the Health Department Protocol for handling food. Solution: Recovery Resources proposes the blending and braiding of funds. Withdrawal Management staff would have a dual role which would drive the success of all three programs. Withdrawal management day shift staff work from 8AM-8PM. The day shift crew would be able to provide coverage for withdrawal management services and check in our unsheltered clients for showers, laundry and food on the days we do not have coverage which are Saturday, Sunday and Monday. The withdrawal management night crew would work from 8PM-8AM. They would provide withdrawal management at night along with checking in unsheltered clients for the winter overnight shelter. We would staff the overnight with 3 people during the winter months. We propose winter overnight shelter start November 1, 2022 thru May 30, 2023 and November 1, 2023 thru December 31, 2023. Recovery Resources will reserve the 4-bed withdrawal management facility for local law enforcement and Aspen Valley Hospital. We just renewed our license with the Behavioral Health Administration (BHA) for 2 years. We completed our BHA audit and was found to be in significant compliance with the BHA for withdrawal management. We are approved for a 12-bed winter overnight shelter in the Community Connection Point per the Fire Marshall. Last year at the Chapel, we had one night with 13 people. Ultimately, we had from 9-12 people every night. We already have the 12 cots, pillows, and blankets ready for opening November 1, 2022. There is no need to find funding for this November and December. We can use the current withdrawal management budget to assist with opening with winter overnight shelter 11/1/2022-12/31/2022. Withdrawal management would remain open for people that are intoxicated and in withdrawal. Road Map for Services: 2022 Withdrawal Management: Will remain open for services per the BHA License to detox people from drugs and alcohol 24/7. Day shift hours are 8AM-8PM. Night shift hours are 8PM- 8AM. The 4 beds will remain reserved for local law enforcement and Aspen Valley Hospital. 2023 Withdrawal Management: Will continue operating per BHA License with 24/7 operations. 4 beds will remain reserved for local law enforcement and Aspen Valley Hospital. 2022 Winter Overnight Shelter: Utilize the current withdrawal management budget and staff to check in people at 8PM with a start date of 11/1/2022. 2023 Winter Overnight Shelter: WOS dates are 1/1/2023-5/30/2023 and 11/1/2023-12/31/2023. The shelter would be hosted in the Community Connection Point. The center closes at 6PM for essential services. Although CCP staff leave at 6PM, withdrawal management staff are still on the unit until 8PM. Day shift staff would be responsible for setting up the cots with pillows and blankets. When the night shift arrives at 8PM, the shelter can open for winter overnight shelter. Night shift crew would be responsible for checking in client’s personal belongings in the admin office and escorting clients into the CCP/WOS. At that time, each person would be allowed to choose their bed for the remainder of the winter. Check in time would continue until 10PM. Check out time is 7AM. All clients will be given a bus pass to get to the Discovery Café for Breakfast. The staff would clean the space and break down all cots. All blankets, pillow covers, cot covers and pillowcases will be washed daily in the CCP. The CCP opens at 10AM for essential services. Significant Collaborations The quality of our services depends on the strength of our relationships with other community agencies and organizations. A huge part of our work is connecting our clients to the other community resources they need most, whether that’s for mental and physical health concerns, or social services support. As such, we invest a lot of energy into integration and coordination at the regional level. Pitkin County/RFV relationships: Most significantly, we work closely with Health and Human Services, law enforcement, Aspen Valley Hospital, West Mountain Health Alliance, Mid Valley Family Practice and the district court. We’re also collaborating with many local organizations and care providers to strengthen the regional system of care coordination through a common referral platform called Community Resource Network. We participate in both the RFV Mental Health Coordination Team, and the Housing Stability Coalition. Please see the list: Pitkin County Economic Services Mind Springs/PACT Mountain Family Medical Western Slope Veterans Association Catholic Charities Salvation Army Pitkin County Adult and Child Services Garfield County Housing Authority A Way Out Expected Outcome - Recovery Resources serves approximately 700-750 unique clients each year. After many years of service, we’ve learned that our clients succeed best in their goals when they have consistent access to personalized support from a case manager, coach or peer. Each person who walks through our doors deserves that level of support. The impact we hope to see from expanding Resilience Center services in 2023 is for each of our clients to get engaged in one-on-one support with our staff team, so that they can more successfully reach their personal goals; whether that’s to meet their basic needs for food and safety, or to develop the healthy coping skills they need to stay sober. Many clients already meet with a case manager, coach or peer regularly (up to weekly), but twice annually is a good benchmark for minimum one-on-one support. 1.) Positive change in self-reported resilience: We use a Resilience Survey to help us understand how effective our programs are at creating positive change in our clients’ lives. The Resilience Survey gives our clients the chance to self-report on different aspects of overall wellbeing and resilience. Each question is scored and the total score is reported with the survey. Since the survey is scored, we can track how someone’s self-reported resilience changes over time. We expect to see overall resilience improve as clients engage with our programs and services. This survey is administered at time of intake and time of discharge, or at least once annually. We’ll measure success by seeing a positive change in the resilience score of at least 50% of clients. 2.) Positive Client Experience Surveys: The Client Experience Survey is administered at time of discharge and gives clients a chance to share their feedback on Recovery Resources programs, services and operations. Like the Resilience Survey, the Client Experience Survey has scored questions and a total score, which allows us to look at what’s working and what’s not working for our clients. We’ll measure success of the Resilience Center by seeing positive total scores on at least 75% of completed surveys. 3.) Percent of total clients served by the Resilience Center: The Resilience Center exists as a tool for all Recovery Resources clients to use. We’ll measure its success by seeing that its services, especially one-on- one support sessions with case managers and peer specialists, are utilized by at least 50% of our total client base. Regardless of what journey a client is on, chances are they can benefit from one or more services offered through the Resilience Center’s programs. Financial Sustainability Withdrawal Management funds have been provided to Recovery Resources since 2016 to help people thru the detoxification process and connect clients to resources for aftercare programs. Withdrawal management is not a sustainable program without the community’s support and funding. Winter Overnight shelter has always been a hurry up and find a solution last minute for our unsheltered people in our community. With the blended program, the WOS will be funded and supported by the community. Start-up costs for the Resilience Center and its programs were provided by the Healthy Community Fund, Pitkin County, House Bill 1287 Grant and Colorado Emergency Solutions Grants. Moving forward, these Recovery Resources Resilience Center will always be funded through diverse revenue sources, from contracts to grants to donations. This blended fundraising strategy is most sustainable for us because we can tap into support from government, public and private sources. If one area of fundraising falls short, we can look to the other sources to cover the deficit. Current funding for the Center and its programs is as follows: • Pitkin County: Contract for basic needs services to support homeless individuals. This includes both in-kind donation of offices and contract funds (through the Healthy Community Fund). • Emergency Solutions Grants: State level grant that is specific to emergency shelter, basic needs services and case management for homeless individuals. This is a large grant secured annually. We have historically received up to half our required funding for homeless services from these grants. • House Bill 1287 Round 3 Grant: Federal funding administered at the regional level. Specific to increasing capacity for substance use treatment and recovery support services in rural communities. This is a large grant secured through June 2024. • Regional Foundations: Funding from regional private foundations varies each year. We have begun applying for more and more grants from private foundations because they often provide general operating support that isn’t restricted to a specific project. This type of funding is critical to cover organizational operating expenses, program expenses and to ensure we have a contingency fund. Foundation dollars also frequently provide the “Local Matching Funds” that are required to receive state and federal grants. • Community Fundraising and Major Donors: Community fundraising is important to us in the same way that foundation funding is. Additionally, is it an exceptional outreach tool and helps spread the word to get people in need connected to our programs. Summary for this request: Although withdrawal management has seen a decrease in clients, we have the opportunity to utilize the 2023 budget and the remaining budget for 2022 to blend two programs that are needed in this community. Instead of the detox sitting empty and not serving clients, we can serve at least 12 people each night. We will be able to keep these 12 people safe due to our harsh winter conditions. The withdrawal management 4-bed facility will remain open 24/7 with medication monitoring, vitals monitoring along with providing case management. A winter overnight shelter will be established and maintained to the best of our ability throughout the harsh winter months. The community connection point will be able to utilize the withdrawal management staff on Saturday, Sunday and Mondays to be open 7 days a week for essential services that are provided from 10AM-6PM. Thank you for your continued support and consideration, Janelle Duhon, MS,BST, CAS Executive Director 307-231-6704 janelle@recoveryresourcescolorado.org Certificate Of Completion Envelope Id: 92DDD817AFCC45F682DF7760524A91CB Status: Completed Subject: Recovery Resources | Pitkin County Change Order 281.18 E R.1 for Review and Signature Source Envelope: Document Pages: 9 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 216.147.125.166 Record Tracking Status: Original 11/10/2022 2:56:05 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Lindsay Maisch Lindsay.Maisch@pitkincounty.com Human Services Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 11/10/2022 3:01:00 PM Resent: 12/12/2022 4:34:02 PM Viewed: 12/13/2022 11:57:26 AM Signed: 12/13/2022 11:59:57 AM Electronic Record and Signature Disclosure: Accepted: 4/4/2022 5:26:47 PM ID: 7763213c-286f-4430-943b-eb745fb39f68 Company Name: Pitkin County, Colorado Janelle Duhon janelleduhon@rrdetox.com Executive Director Recovery Resources Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 69.170.197.236 Sent: 12/13/2022 12:00:00 PM Viewed: 12/13/2022 12:00:49 PM Signed: 12/13/2022 12:04:54 PM Electronic Record and Signature Disclosure: Accepted: 1/19/2021 10:39:23 AM ID: 9cde5ea5-975a-4d1b-8e7d-9a9f7dfc9e46 Company Name: Pitkin County, Colorado Phylis Mattice phylis.mattice@pitkincounty.com Deputy County Manager Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 12/13/2022 12:04:56 PM Viewed: 12/13/2022 12:14:22 PM Signed: 12/13/2022 12:14:55 PM Electronic Record and Signature Disclosure: Accepted: 12/13/2022 12:14:22 PM ID: 892c2c22-677b-48ce-93fb-ec7f65a5eeba Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Manager Pitkin County Security Level: Email, Account Authentication (None) Sent: 12/13/2022 12:14:57 PM Resent: 12/13/2022 12:15:02 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 12/13/2022 12:14:58 PM Viewed: 12/13/2022 12:18:28 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 11/10/2022 3:01:00 PM Envelope Updated Security Checked 12/12/2022 4:34:02 PM Envelope Updated Security Checked 12/12/2022 4:34:02 PM Envelope Updated Security Checked 12/12/2022 4:34:02 PM Envelope Updated Security Checked 12/12/2022 4:34:02 PM Envelope Updated Security Checked 12/12/2022 4:34:02 PM Certified Delivered Security Checked 12/13/2022 12:14:22 PM Signing Complete Security Checked 12/13/2022 12:14:55 PM Completed Security Checked 12/13/2022 12:14:58 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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