Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 1-30-2023
Requesting Agency: Human Services
Division:
Subject Matter Expert Name: Justin Sykes/Devron McMillin
Email Address: Justin.Sykes@denvergov.org <mailto:Justin.Sykes@denvergov.org>; Devron.McMillin@denvergov.org
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving and providing for the execution of a proposed amended Grant Agreement between the City and County of Denver and the Colorado Department of Local Affairs (DOLA) concerning the “City and County of Denver Emergency Migrant Response” grant program and the funding therefor.
Amends a grant agreement with the Colorado Department of Local Affairs by adding $1,000,000 for a new total of $2,500,000 for city costs associated with supporting the influx of migrant arrivals in Denver, citywide. No change to agreement duration (SOCSV-202266266/ SOCSV-202266266-01). The Committee approved filing this item at its meeting on 2-1-2023.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: SOCSV-202266266/ SOCSV-202266266-01
Vendor/Contractor Name (including any “DBA”): State of Colorado, Department of Local Affairs
Type and Scope of services to be performed:
The City and County of Denver is experiencing a significant number of migrants arriving from the southern border. Denver is working to meet the needs of these migrants and the cost of the response is straining City finances. We worked with our partners at the State Department of Local Affairs (DOLA) through an application process and requested $1.5 million, which the City was awarded, to cover unbudgeted expenditures associated with the migrant sheltering response incurred after the grant contract is executed. This amendment adds an additional $1,000,000, for a new total of $2,500,000. The City is working to identify a long-term solution for managing the anticipated ongoing migrant sheltering and support needs. As of January 20, 2023, the City has spent $4,819,871 on these efforts, including employee payroll, services, and supplies. For additional data on how many people have been served, please refer to the OEM website at <https://denvergov.org/Government/Agencies-Departments-Offices/Agencies-Departments-Offices-Directory/Office-of-Emergency-Management/Denver-Activates-Emergency-Shelter-for-Migrant-Arrival>.
Eligible DOLA grant activities include the following: housing assistance services (short-term leases, minor repairs, utility costs, custodial and security services); migrant response services such as case management, language access, behavioral services, public health and medical care, related “wrap around” services including food and clothing; transportation and travel for groups; local government non-budgeted staffing (on-calls, overtime). Prohibited grant costs include new construction of permanent facilities, additions to existing buildings, vehicle purchases or long-term leases, and already encumbered costs.
The DOLA funds may be directed toward City staffing costs (such as the approximately 100 on-call emergency shelter assistants in the process of being hired) but the final determination will depend on what, if any, other funding sources become available.
In response to the local State of Emergency Declaration for migrant sheltering, the City will receive from DOLA an additional $1,000,000, in addition to the $1,500,000 previously awarded, to assist with direct costs incurred by the City and County of Denver that are outside of previously budgeted amounts for housing assistance services, migrant response services, local ground transportation and local government staffing.
Location (if applicable):
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts): N/A
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
Amendment
Was this contractor selected by competitive process or sole source?
N/A- IGA
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
price
If length changing
What was the length of the term of the original contract?
What is the length of the extension/renewal?
What is the revised total term of the contract?
If cost changing
What was the original value of the entire contract prior to this proposed change?
$1,500,000
What is the value of the proposed change?
$1,000,000
What is the new/revised total value including change?
$2,500,000
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)