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HomeMy WebLinkAboutResolutions - 2020.05.20 - 33249MISCELLANEOUS RESOLUTION #20165 BY: Commissioner David T. Woodward, Chairperson, Panaemic Response and Economic Recovery Committee IN RE: ECONOMIC DEVELOPMENT AND COMMUNITY AFFAIRS — CONTRACT WITH OAKLAND LIVINGSTON HUMAN SERVICES AGENCY (OLHSA) FOR FINANCIAL COACHING SERVICES DURING THE COVID-19 PANDEMIC To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the economic hardship caused by COVID-19 has been quick and far reaching across Oakland County; and WHEREAS OLHSA is currently providing Success Coaching for the Oakland County Michigan Works! Business Resource Network (BRN) and has over 70 programs in house that address a variety of barriers; and WHEREAS to meet the needs of those who have been impacted by the COVID-19 pandemic, Financial Coaching Services will be made available to Oakland County residents. The Financial Coaching Services will help clients improve their financial health by developing behaviors they need to reach their financial goals. The Coach will help clients assess their financial wellness, identify goals, and create action plans. Other Coaching activities will include: • assessing the needs of the entire family; • providing strength -based case management; • developing and overseeing participants goals and action plans; • providing budget books and other resources/materials as needed to navigate and track progress; • hosting virtual and, eventually, in person financial wellness workshops; • developing a video library series addressing common financial wellness topics; ! • making referrals to Oakland County, Oakland County Michigan Works!, and other community resources as needed (examples: Community Home Improvement, virtual job seeker workshops and services, child care, WIC, utility, food, water and housing/rental assistance, etc.); and WHEREAS OLHSA Financial Coaches will bring a wealth of knowledge to this program as well as a portfolio of programming and partnerships that will ensure client success; and WHEREAS adhering to the social distancing guidelines, Financial Coaching Services will be offered virtually, on a variety of platforms to ensure that technology is not a barrier to receiving services; and WHEREAS when it is safe to do so, Financial Coaching meetings will take place in person at the six Oakland County Michigan Works! offices or other public locations driven by need of the clients; and WHEREAS the contract amendment must be reviewed and approved in accordance with the County Executive's contract review procedure prior to execution. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners does hereby approve a contract amendmentwith Oakland Livingston Human Services Agency and authorizes execution of this contract amendment by signature of the Chairperson of the Board of Commissioners or his designee. BE IT FURTHER RESOLVED the Oakland County Board of Commissioners requests OLHSA to generate monthly reports, which will include number of clients served, summary of financial barriers, new partnerships established, and success stories on the Financial Coaching program to be submitted back to the Economic Development and Community Affairs (EDCA) Workforce Development department and shared with the Board of Commissioners. BE IT FURTHER RESOLVED the FY 2020 budget will be amended as follows: [ INSERT BUDGET AMENDMENT HERE ] Chairperson, on behalf of the Pandemic Response andE o is Re u Co tee, I move the adoption of the foregoing resolution. Commissioner David T. Woodward, District #19 Chairperson, Pandemic Response and Economic Recovery Committee EXHIBIT 111 SCOPE OF CONTRACTOR DELIVERABLES/FINANCIAL OBLIGATIONS FOR THE PROVISION OF FINANCIAL COACHING SERVICES Purpose The County is entering into this Contract Amendment with Contractor to meet the needs of those impacted by the COVID-19 pandemic by providing a Financial Coaching Program (Program) to Oakland County residents (Clients). Financial Coaches will be provided to help Clients improve their financial health by developing behaviors they need to reach their financial goals. Financial Coaches will further help Clients assess their financial wellness, identify goals, and create plans. A. Contractor Responsibilities 1. The Contractor will provide five (5) Financial Coaches for the provision of Financial Coaching Services to Oakland County residents in accordance with the terms of this Contract. 2. Financial Coaches shall: a. Maintain regular communication with Clients to encourage them, assess program goals and help troubleshoot any problems that may be preventing goal attainment. b. Adhere to social distancing guidelines by offering Financial Coaching Services virtually and on a variety of platforms (i.e., telephone, FaceTime/Duo/Hangouts, and/or Zoom/Skype or similar software) to ensure technology is not a barrier to the provision of Financial Coaching Services. Clients will only be able to access Financial Coaching Services by appointments while the social distancing guidelines are in place. Appointments with Financial Coaches will be made through an online scheduling system with Oakland County Michigan Works! or by calling the Oakland County Workforce Development Division. c. Provide Financial Coaching Services in-person, when it is safe to do so, at the six Oakland County Michigan Works! offices, or other public locations driven by the needs of the Clients. Formal rotating office hours will be established with the Workforce Development Division when there can be a safe transition to in-person Client meetings. d. Generate monthly reports which shall include the number of Clients served, number of Clients served at each location, summary of financial barriers identified, new partnerships established, and success stories. 3. Financial Coaching Services shall include the following: a. assessing the needs of the entire family; b. providing strength -based case management; c. developing and overseeing participants goals and action plans; d. providing budget books and other resources/materials as needed to navigate and track progress; e. hosting virtual and, eventually, in-person financial wellness workshops; f. developing a video library series addressing common financial wellness topics; g. making referrals to various Oakland County departments, Oakland County Michigan Works!, and other community resources as needed (i.e., Oakland County Community Home Improvement, virtual job seeker workshops, and services (child care, WIC program, utility, food, water, housing/rental assistance, etc.)). 4. Once a mutually agreed upon date is determined, the Contractor will ensure that two Financial Coaches are assigned to the Oakland County Community and Home Improvement location. The three remaining coaches will be assigned to the following locations: (1) Oakland County Michigan Works! — Waterford/Pontiac, (2) Oakland County Michigan Works! - Troy and Oak Park, and (3) Oakland County Michigan Works! - Southfield and Novi. 5. Contractor will provide the Workforce Development Division monthly reimbursement requests for Financial Coaching Services. The reimbursement request forms will be provided by the Workforce Development Division. B. Oakland Countv Responsibilities 1. The County will provide project coordination and oversight. 2. County will collaborate with Contractor to determine a mutually agreed upon date to begin in-person Financial Coaching Services. Formal rotating office hours will be jointly established by the Workforce Development Division and OLHSA when in- person Financial Coaching Services begin. The Program will be promoted by staff at the six Oakland County Michigan Works! locations, and through the Oakland County, Advantage Oakland, and Oakland County Michigan Works! webpages and social media platforms. Additionally, Oakland County Michigan Works! will ensure that marketing material is shared with social service agencies across Oakland County. 4. Within 30 days of receiving an invoice a reimbursement request, as required by this Contract, the County will reimburse Contractor as provided in the Financial Obligations section below. 5. Contractor shall inform the County's Workforce Development Division, in writing, as to how to provide reimbursement to Contractor. 6. If the County does not receive reimbursement requests for Financial Coaching Services as set forth in this Contract, the County does not have any obligation to pay Contractor. C. Reimbursement Provisions 1. The Contractor shall be reimbursed only for actual and allowable expenses incurred. All reimbursements shall be documented in accordance with policies and procedures applicable to this Contract, and are subject to monitoring and audit. The County shall have no obligation to reimburse until a proper reimbursement request is submitted. These reimbursement requests shall be prepared monthly, and they shall be submitted within sixty (60) days of the month the expenses were incurred, unless extenuating circumstances exist. If the Contractor is inadvertently paid an amount that exceeds the amount for which this contract is funded, the Contractor shall promptly remit the overpayment to the County. 2. By signing its reimbursement requests (i.e., reports), the Contractor certifies, to the best of its knowledge and belief, that the reports are true, complete, and accurate, and that the expenditures, disbursements, and cash receipts are for the purposes and objectives set forth in this Agreement. 3. The Contractor has the right to deny all or a portion of any reimbursement otherwise due to the Contractor based upon any of the following: a) material failure to comply with any Contract provision; b) material failure to comply with any County policy or procedure; c) recoupment of costs disallowed under this Contract. Oakland County Economic Development & Community Affairs I Workforce Development Division and OLHSA Financial Coaching Proposal PROJECT SCOPE To meet the needs of those who have been impacted by the COVID-19 pandemic, Financial Coaching will be made available to Oakland County residents. The Financial Coach will help clients improve their financial health by developing behaviors they need to reach their financial goals. The Coach will help clients assess their financial wellness, identify goals, and create action plans. Other Coaching activities will include: • assessing the needs of the entire family; • providing strength -based case management; • developing and overseeing participants goals and action plans; • providing budget books and other resources/materials as needed to navigate and track progress; • hosting virtual and, eventually, in person financial wellness workshops; • developing a video library series addressing common financial wellness topics; • making referrals to Oakland County, Oakland County Michigan Worksl, and other community resources as needed (examples: Community Home Improvement, virtual job seeker workshops and services, child care, WIC, utility, food, water and housing/rental assistance, etc.); and • generate reports, which may include participant tracking and/or success stories and regular monthly/quarterly/annual reports. SERVICE DELIVERY • The Coach will maintain regular communication with clients to encourage them, assess progress on goals, and help troubleshoot any problems that may be preventing goal attainment. • Adhering to the social distancing guidelines, Financial Coaching services will be offered virtually, on a variety of platforms to ensure that technology is not a barrier to receiving services. Suggested technology: telephone, Facet ime/Duo/Hangouts, and/or Zoom/Skype or similar software. • When it is safe to do so, Financial Coaching meetings will take place in person at the six Oakland County Michigan Works! offices or other public locations driven by need of the clients. • Due to the virtual nature of the program launch, immediate program access will be by appointment only. Oakland County Michigan Works! is nearing the launch of an online scheduling system. Appointments with the Financial Coach will be able to be secured through this new tool or by calling Elizabeth (Liz) Rivard -Weston, Workforce Development Technician III. When we safely transition to meeting in person, formal rotating office hours will be established at the Oakland County Michigan Works! offices and promoted accordingly. • Liz Rivard -Weston from Workforce Development can provide project management and coordination with OLHSA, Oakland County, and Oakland County Michigan Works! Her time on the project can be covered through existing WD grants. However, OLHSA's time would not be allowable cost through existing grants and additional resources would be required. Oakland County Economic Development & Community Affairs I Workforce Development Division and OLHSA Financial Coaching Proposal MARKETING AND OUTREACH • The Oakland County Financial Coaching program will be promoted to job seekers by staff at the six Oakland County Michigan Worksl locations, as well as through the Oakland County, Advantage Oakland, and Oakland County Michigan Works! webpages and social media platforms. In addition to internal efforts, Oakland County Michigan Works! maintains a partner mailing list and will ensure that marketing material is shared with social service agencies across the county. • The Workforce Development Division respectfully recommends that the Oakland Livingston Human Service Agency (OLHSA) is considered when selecting a provider of the Oakland County Financial Coaching program. OLHSA is currently providing Success Coaching for the Oakland County Michigan Works! Business Resource Network (BRN) and has over 70 programs in house that address a variety of barriers. OLHSA Financial Coaches will bring a wealth of knowledge to this program as well as a portfolio of programming and partnerships that will ensure client success. PROPOSED BUDGET Below is a proposed budget from OLHSA for one Financial Coach. Di ,ect Services for F nancial Coaching financial coach salary $ 34,840 1.0 FTE @$16.75/hr financial coach fringes $ 17,500 liability insurance IT $ 1,872 $0.90 per hour worked computer equipment $ 2,200 one time cost rent $ 700 1% of budget $ $ $110/month/FTE*12 manager salary cell phones $ 720 $60/month/phone/per person copies $ 400 Isubtotaladmin/overhead postage $ 240 Total Costs per Coach mileage $ 1,200 $0.40/mile x 250 miles x 12 months office supplies $ 300 $25/month program supplies $ 1,912 workshop supplies subtotal direct services $ 61,884 92.5% OLHSA Administration/Overs ght/Overhead for 1.0 FTE Financial Coach $ audit share $ 350 0.5% of budget liability insurance $ 700 1% of budget $ $ HR $ 1,320 $110/month/FTE*12 manager salary $ 1,872 0.03 FTE @$30/hr manager fringes $ 750 Isubtotaladmin/overhead $ 4,992 7.5% Total Costs per Coach $ 66,876 100% Oakland County Economic Development & Community Affairs I Workforce Development Division and OLHSA Financial Coaching Proposal COACHING ASSIGNMENTS Coach Assigned Locations Coach #1 Oakland County Community and Home Improvement Coach #2 Oakland County Community and Home Improvement Coach #3 OCMW Waterford and Pontiac Coach #4 OCMWA Troy and Oak Park Coach #5 OCMWA Southfield and Novi Total Cost of 5 Coaches = $334,380.00 OAKLAN^ ® OAKLAND COUNTY EXECUTIVE, DAVID COULTER CO UNTY MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Workforce Development SNG AMENDMENT OF CONTRACT 005249 AMENDMENT03 AMENDMENT DATE: May 19, 2020 This AMENDMENT OF CONTRACT (hereafter this "Amendment') is made and entered into by and between the Contractor named and identified below, (hereafter "Contractor") and the COUNTY OF OAKLAND (hereafter "County") whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328. CONTRACTOR ADDRESS Oakland Livingston Human Service Agency 196 CESAR E CHAVEZ AVE Vendor Number: 179 PONTIAC, MI 48343-0598 The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as provided herein and otherwise continue the present contractual relationship between the Parties as described in their current contract with the same contract number as above. In consideration of the extension of the mutual promises, representations, assurances, agreements, and provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties, the County and Contractor hereby agrees to amend the current Contract as follows: 1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract between the parties will apply equally to and throughout the amendment. 2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract between the Parties shall remain in full force and effect and shall not be modified, excepted, diminished, or otherwise changed or altered by this Amendment except as otherwise expressly provided for in this Amendment. 3.0 Description of Change: 3.1 Added Exhibit III: SCOPE OF CONTRACTOR DELIVERABLES/FINANCIAL OBLIGATIONS FOR THE PROVISION OF FINANCIAL COACHING SERVICES. 3.2 The Contractor will perform, and the County shall only reimburse, the services to be performed in Exhibit III until December 31, 2020, unless the Parties agree to amend the Contract to extend these services. 3.3 The Not to Exceed Amount for the services to be performed in accordance with this Amendment, and as described in Exhibit III, is $334,000. AMENDMENT OF CONTRACT 005249 Page 1 Rev 2019/08/20 ®AKU�- � OAKLAND COUNTY EXECUTIVE, DAVID COULTER COU N T Y MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248.858.0511 1 purchasing@oakgov.com For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations, and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to the terms and conditions of the Contract and this Amendment. THE CONTRACTOR: THE COUNTY OF OAKLAND: CIA SIGN / DATE: Oakland Livingston Human Service Agency SIGN / DATE: Pamela L. Weipert, CPA CIA, Compliance Officer or Scott N. Guzzy, CPPD, MBA, Purchasing Administrator AMENDMENT OF CONTRACT 005249 Page 2 Rev 2019/08/20 OAKLAN ® OAKLAND COUNTY EXECUTIVE, DAVID COULTER CO U N T Y MI CH I G AN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248.858-0511 1 purchasing@oakgov.com EXHIBIT III SCOPE OF CONTRACTOR DELIVERABLES/FINANCIAL OBLIGATIONS FOR THE PROVISION OF FINANCIAL COACHING SERVICES Purpose The County is entering into this Contract Amendment with Contractor to meet the needs of those impacted by the COVfD-19 pandemic by providing a Financial Coaching Program (Program) to Oakland County residents (Clients). Financial Coaches will be provided to help Clients improve their financial health by developing behaviors they need to reach their financial goals. Financial Coaches will further help Clients assess their financial wellness, identify goals, and create plans. A. Contractor Responsibilities 1. The Contractor will provide five (5) Financial Coaches for the provision of Financial Coaching Services to Oakland County residents in accordance with the terms of this Contract. 2. Financial Coaches shall: a. Maintain regular communication with Clients to encourage them, assess program goals and help troubleshoot any problems that may be preventing goal attainment. b. Adhere to social distancing guidelines by offering Financial Coaching Services virtually and on a variety of platforms (i.e., telephone, FaceTime/Duo/Hangouts, and/or Zoom/Skype or similar software) to ensure technology is not a barrier to the provision of Financial Coaching Services. Clients will only be able to access Financial Coaching Services by appointments while the social distancing guidelines are in place. Appointments with Financial Coaches will be made through an online scheduling system with Oakland County Michigan Works! or by calling the Oakland County Workforce Development Division. c. Provide Financial Coaching Services in-person, when it is safe to do so, at the six Oakland County Michigan Works! offices, or other public locations driven by the needs of the Clients. Formal rotating office hours will be established with the Workforce Development Division when there can be a safe transition to in- person Client meetings. d. Generate monthly reports which shall include the number of Clients served, number of Clients served at each location, summary of financial barriers identified, new partnerships established, and success stories. AMENDMENT OF CONTRACT 005249 Page 3 Rev 2019/08/20 4�LAND w OAKLAND COUNTY EXECUTIVE, DAVID COULTER COU NTY MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 3. Financial Coaching Services shall include the following: a. assessing the needs of the entire family; b, providing strength -based case management; c. developing and overseeing participants goals and action plans; d. providing budget books and other resources/materials as needed to navigate and track progress; e. hosting virtual and, eventually, in-person financial wellness workshops; f. developing a video library series addressing common financial wellness topics; g. making referrals to various Oakland County departments, Oakland County Michigan Works!, and other community resources as needed (i.e., Oakland County Community Home Improvement, virtual job seeker workshops, and services (child care, WIC program, utility, food, water, housing/rental assistance, etc.)). Once a mutually agreed upon date is determined, the Contractor will ensure that two Financial Coaches are assigned to the Oakland County Community and Home Improvement location. The three remaining coaches will be assigned to the following locations: (1) Oakland County Michigan Works! — Waterford/Pontiac, (2) Oakland County Michigan Works! - Troy and Oak Park, and (3) Oakland County Michigan Works! - Southfield and Novi. 5. Contractor will provide the Workforce Development Division monthly reimbursement requests for Financial Coaching Services. The reimbursement request forms will be provided by the Workforce Development Division. B. Oakland Countv Responsibilities 1. The County will provide project coordination and oversight. 2. County will collaborate with Contractor to determine a mutually agreed upon date to begin in-person Financial Coaching Services. Formal rotating office hours will be jointly established by the Workforce Development Division and OLHSA when in-person Financial Coaching Services begin. 3. The Program will be promoted by staff at the six Oakland County Michigan Works! locations, and through the Oakland County, Advantage Oakland, and Oakland County Michigan Works! webpages and social media platforms. Additionally, Oakland County Michigan Works! will ensure that marketing material is shared with social service agencies across Oakland County. AMENDMENT OF CONTRACT 005249 Page 4 Rev 2 01 910 812 0 ®AND-^ ® OAKLAND COUNTY EXECUTIVE, DAVID COULTER COU NTY MICH IGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-05111 purchasing@oakgov.com 4. Within 30 days of receiving an invoice a reimbursement request, as required by this Contract, the County will reimburse Contractor as provided in the Financial Obligations section below. 5. Contractor shall inform the County's Workforce Development Division, in writing, as to how to provide reimbursement to Contractor. 6. If the County does not receive reimbursement requests for Financial Coaching Services as set forth in this Contract, the County does not have any obligation to pay Contractor. C. Reimbursement Provisions The Contractor shall be reimbursed only for actual and allowable expenses incurred. Actual and allowable expenses are staff salaries, staff fringes, supplies, mileage, space, and staff cell phone costs. Administrative costs will be based on the Contractors cost allocation plan and not to exceed 7.5%. All reimbursements shall be documented in accordance with policies and procedures applicable to this Contract and are subject to monitoring and audit. The County shall have no obligation to reimburse until a proper reimbursement request is submitted. These reimbursement requests shall be prepared monthly, and they shall be submitted within sixty (60) days of the month the expenses were incurred, unless extenuating circumstances exist. If the Contractor is inadvertently paid an amount that exceeds the amount for which this contract is funded, the Contractor shall promptly remit the overpayment to the County. 2. By signing its reimbursement requests (i.e., reports), the Contractor certifies, to the best of its knowledge and belief, that the reports are true, complete, and accurate, and that the expenditures, disbursements, and cash receipts are for the purposes and objectives set forth in this Agreement. 3. The Contractor has the right to deny all or a portion of any reimbursement otherwise due to the Contractor based upon any of the following: a) material failure to comply with any Contract provision; b) material failure to comply with any County policy or procedure; c) recoupment of costs disallowed under this Contract. AMENDMENT OF CONTRACT 005249 Page 5 Rev 2019/08/20 Resolution #20165 Moved by Gershenson seconded by McGillivray the resolution be adopted. Discussion followed. Moved by Gershenson seconded by Miller the resolution be amended as follows: AMEND the 2nd BE IT FURTHER RESOLVED clause: BE IT FURTHER RESOLVED the FY 2020 budget will be amended as follows: GENERAL FUND (#10100) FY 2020 Project: 100000003183 Bud Ref: 2020 Activity: GLB Analysis: GLB Revenue 9010101-133095-610313 Expenditures 1090701-133095-730373 Federal Operating Grants Total Revenue Contracted Services Total Expenditures May 20, 2020 $334.00 $33�D1! Vote on amendment: AYES: McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson, Gingell, Hoffman Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham. (21) NAYS: None. (0) A sufficient majority having voted in favor, the amendment carried. Moved by Spisz seconded by Taub the resolution be amended as follows: Insert the following language in the NOW THEREFORE BE IT RESOLVED clause: NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners does hereby approve a contract amendment with Oakland Livingston Human Services Agency at a not -to -exceed amount of $334,000 and further authorizes execution of this contract amendment by signature of the Chairperson of the Board of Commissioners or his designee. Discussion followed. Vote on amendment: AYES: Middleton, Miller, Nelson, Powell, Spisz, Taub, Weipert, Woodward, Zack, Gershenson, Gingell, Hoffman Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray. (20) NAYS: Quarles. (1) A sufficient majority having voted in favor, the amendment carried. Vote on resolution, as amended: AYES: Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Middleton. (21) NAYS None. (0) A sufficient majority having voted in favor, the resolution, as amended, was adopted. I HEREBY APPROVE THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A V) STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on May 20, 2020, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac, Michigan this 201h day of May, 2020. Lisa Brown, Oakland County