HomeMy WebLinkAboutContract 52241-R1A1 CITY SECRETARY .
N0` fid CONTRAGrNO. .5aagj-KIA1
r.,� -a
,a ?0/9
r/�SF9q�9� RENEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52241
BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE
HOMELESS D/B/A DRC SOLUTIONS FOR CRITCAL DOCUMENT SERVICES
This Contract Renewal is made and entered into by and between the City of Fort Worth, a home-
rule municipality of the State of Texas (hereinafter referred to as the "City"), acting by and through
Fernando Costa, its duly authorized Assistant City Manager, and DAY RESOURCE CENTER
FOR THE HOMELESS D/B/A DRC SOLUTIONS (hereinafter referred to as the "Agency"),
acting by and through Bruce Frankel, its duly authorized Executive Director, to provide critical
document services. Each party shall be individually referred to herein as Party and collectively as
Parties.
RECITALS
WHEREAS, on April 29, 2019, the City entered into an Agreement with the Agency to
provide services more specifically described in the agreement, City Secretary Office (CSO)
Contract No.52241, (the "Agreement"); and
WHEREAS,the term of the Agreement was for a six month period from April 1,2019, to
September 30, 2019, and could be renewed for an additional one year term by mutual agreement
of the Parties;
WHEREAS, the Parties agreed to a budget modification in order to modify Exhibit B to
increase mileage costs and decrease client costs on September 16, 2019, in accordance with the
procedures included in the Agreement;
WHEREAS, the City believes that renewing the Agreement for an additional year will
further the goals and priorities of Directions Home; and
WHEREAS,the Parties agree to amend the Agreement to provide for funding for the entire
program year and include costs for unemployment tax.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2019, and ending on September 30, 2020, unless terminated earlier in
accordance with the Agreement.
II. OFFICIAL RECORD
AMENDMENT TO AGREEMENT CITY SECRETARY
FT. WORTH,TX
Renewal of CSC 52241 Page 1 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
Section 3. COMPENSATION is hereby amended and replaced in its entirety with the
following:
Section 3. COMPENSATION.
3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit
"B" — Budget. Total payment made by the City under this Agreement shall not exceed
$150,000.00 ("Program Funds"),and shall be paid to Agency on a reimbursement basis. Agency
shall not perform any additional services for City not specified by this Agreement unless City
requests and approves in writing the additional costs for such services. City shall not be liable for
any additional expenses incurred by Agency not specified by this Agreement unless City first
approves such expenses in writing. If City determines in its sole discretion that this Agreement
should be renewed as provided under Section 2 of this Agreement, the City shall provide an
updated Exhibit "B", which shall include the not to exceed amount to be paid to Agency on a
reimbursement basis during the renewal term.
3.2 Payment of the Program Funds from City to Agency shall be made on a cost-
reimbursement basis following receipt by City from Agency of a signed Reimbursement Request
Form ("RRF") as described in Exhibit "C" along with copies of all receipts and other supporting
documentation. The RRF and reports shall be submitted to City no later than the 15th day following
the end of the month. Submittal of a monthly RRF and reports is required even if services are not
provided.
3.3 The monthly RRF should be sequentially numbered and include expense
documentation that is detailed,clear and concise. The submission shall include applicable monthly
reports. Submissions must be scanned and submitted to the Directions Home Program Manager.
Submissions should be titled "DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC
SOLUTIONS — RFR Month- PSH Case Management" and sent either via email to
Tara.Perez@fortworthtexas.gov or via mail to ATTENTION: Tara Perez, Directions Home
Manager, City Manager's Office, 200 Texas Street, Fort Worth TX 76102. Reimbursements will
not be made until after receipt of an acceptable and approved RRF and monthly report as required.
Reimbursements shall be made within 30 days receipt of said documents. Incomplete or incorrect
submissions will be returned to the Agency for resubmission, restarting the 30-day reimbursement
schedule.
3.4 Agency is authorized to modify up to five (5) percent of any budgeted line-item in the
original approved budget without prior written permission from City. However, Agency must
submit the Request for Budget Modification Form (Exhibit"E") to City, with the monthly RRF,
during the month the modification took place. The new modified budget cannot exceed the total
amount of Program Funds. Agency shall be solely responsible for any money spent in excess of
the not to exceed amount included in this Agreement for the then-current term.
3.5 Any modifications of more than five (5) percent of any budgeted line-item in the
original approved budget must have prior written permission from City before the modifications
are made. The Budget Modification Form (Exhibit "E") must be submitted, and request must be
approved by City, before any money is moved to the line-item. Once the Budget Modification is
Renewal of CSC 52241 Pagc 2 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
approved, the modified budget will take effect on the first day of the following month. The new
modified budget shall not exceed the total amount of Program Funds. Agency shall be solely
responsible for any money spent in excess of the not to exceed amount included in this Agreement
for the then-current term.
3.6 Any modifications to zero line-items in the original approved budget must have prior
written permission from City before the modifications are made. The Budget Modification Form
(Exhibit"E") must be completed and approved by City before money is transferred into the new
line-item. Once the Budget Modification is approved, the modified budget will take effect on the
first day of the following month. The new modified budget shall not exceed the total amount of
Program Funds. Agency shall be solely responsible for any money spent in excess of the not to
exceed amount included in this Agreement for the then-current term.
3.7 Agency will document cost allocations for all budgeted expenses throughout the
entirety of the Agreement and will be responsible for having a policy and procedure in place for
this documentation. Specifically, Agency will document how all shared costs, personnel time, or
equipment that was fully or partially paid for using City funds, were used in furtherance of the
program activities described in this Agreement. Documentation of these cost allocations, as well
as a copy of the Agency's policy and procedures for the documentation of the cost allocations shall
be made available to the City upon request.
3.8 The City reserves the right to reject any budget modification that the City believes, in
its sole discretion, is not clearly aligned with the program activities and any requests for
reimbursement expenses that the City believes, in its sole discretion, are not specified in Exhibit
"D" of this Agreement or an approved budget modification form.
3.9 Budget adjustments shall be submitted via either email to
Tara.Perez@fortworthtexas.gov or to the Tara Perez, Directions Horne Manager, City Manager's
Office, 200 Texas Street, Fort Worth TX 76102.
Exhibit A and Exhibit B of the Agreement are hereby amended and replaced in their entirety
with the attached Exhibit A and Exhibit B.
III.
This amendment is effective as of the Effective Date of this Amendment.
IV.
All terms and conditions of the Contract not amended herein remain unaffected and in full
force and effect, are binding on the Parties and are hereby ratified by the Parties. Capitalized terms
not defined herein shall have the meanings assigned to them in the Contract.
Renewal of CSC 52241 Page 3 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Renewal of CSC 52241 Page 4 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DIB/A DRC SOLUTIONS
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
_'&_day of lVoly"i , 20 /J .
FOR CITY OF FORT WORTH: FOR AG NCY:
Fernando Costa Bruce Frankel
Assistant City Manager Executive Director
Date: Date:
AP OVAL RECOMMENDED
Date: 3
APPROVED AS TO F RM AND ATTEST: -��
LEGALI
Jo ate, Assistant City Attorney Mary J. K s ity Secretary
Date: Date:
Contract Compliance Manager: M&C No.: N (
By signing I acknowledge that I am the
person responsible for the monitoring
and administration of this contract,
including ensuring all performance and
reporting require ents.
& a 4 0C
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
CITY SECRETARY
Renewal of CSC 52241 Page 5 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
EXHIBIT "A"
SCOPE OF SERVICES
CRITCAL DOCUMENT SERVICES
DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS will do the
following:
Employ one (1) full time critical document specialist and one (1) part time critical document
specialist to provide critical document services to 1,200 persons experiencing
homelessness/formerly homeless which will include the following:
A. In General
• Document the nature and extent of all services provided to homeless individuals in the City of
Fort Worth receiving case management services hereunder ("client") in a complete case file,
with case notes in the HMIS system within 3 business days of a service being provided
hereunder.
• Eligible clients are persons in the City of Fort Worth who meet the United States
Department of Housing and Urban Development (HUD) definition of literally homeless
and those formerly homeless clients on permanent supportive or rapid rehousing programs;
B. Eligibility/Referrals
• Only persons experiencing homelessness or those clients who were formerly homeless and
currently in a housing program are eligible for critical document services;
• Critical document services will be offered daily at The Transfer Center. In addition, once
a week services will be offered at The Salvation Army and First Street Mission. Once a
month services will be offered at JPS clinic at True Worth Place. Services will be offered
as needed/requested by SafeHaven of Tarrant County and Center for Transforming Lives;
• Clients will be referred directly or electronically by True Worth Place, Veteran's
Administration, Tarrant County Jail, One Safe Place, Catholic Charities Street Outreach
Team, JPS Medical Outreach Team, Women's Center, Community Crossroads, Palm Tree
Permanent Supportive Housing, Union Gospel Mission, Presbyterian Night Shelter and
agencies with rapid rehousing or permanent supportive housing programs;
C. Critical Document Services
Renewal of CSC 52241 Page b of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
• Critical documents are defined as documents needed for employment and/or housing—
examples are driver's licenses, birth certificates, state identification, Social Security
cards, voter's registrations, commercial driver's licenses;
• Critical document specialists will assess clients for needed documents and then order
documents as appropriate;
• As necessary, critical document specialists will also provide transportation to the Social
Security office, vital records office and court to assist clients in obtaining documents;
• As appropriate, critical documents specialists will make referrals to Community Court
(City of Fort Worth) so clients can resolve outstanding tickets;
• Critical document specialists will upload all critical documents received to HMIS to
safeguard against permanent loss;
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program and
Agency shall comply as necessary and in good faith.
Financial reporting:
Reimbursement Request and any necessary supporting documentation and reports will be
submitted by the 15"' of every month in format of Exhibit"C".
Programmatic reporting:
Monthly reports will be submitted by the 151h of every month in format of Exhibit"W'. Quarterly
reports will be submitted by the 15"' of July, October, January and April in the format of Exhibit
66D».
Renewal of CSC 52241 Page 7 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 1511 of the month following the month
services were provided.
This report shall itemize each monthly expense requested for reimbursement by the Agency and
shall be included in Budget submitted. In order for this report to be complete the following must
be submitted:
For payroll expenses, tlmesheets signed and dated by employees and approved by
supervisor for all payroll expenses listed with the code of time being billed to
City/Directions Home. Paystub must include pay period, date paid, amount and
expenses (salary, FICA, benefits etc). If pay stubs are unavailable, payroll registries
with applicable expenses highlighted and labeled will suffice. Agency may not submit
payroll expenses dated 60 calendar days prior to the date of the Reimbursement Request
with the exception of the first Reimbursement Request which may include items from
the Effective Date of the Agreement to the end of the reporting month.
For non-payroll expenses, invoices for each expense listed. Agency may not submit
invoices dated 60 calendar days prior to the date of the Reimbursement Request with
the exception of the first Reimbursement Request which may include items from the
Effective Date of the Agreement to the end of the reporting month.
Proof that each expense was paid by the Agency, which proof can be satisfied by
cancelled checks. If a cancelled check is not possible,a bank statement with the expense
highlighted and labeled will suffice.
If allocations percentages are used, all documentation must be submitted with the first
month's invoice.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Reimbursement Requests shall be submitted to:
City Manager's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
Renewal of CSC 52241 Page S of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
EXHIBIT "B"
PROGRAM COSTS Total
$150,000.00
A. PERSONNEL (By title)
Critical Document Specialist—FT $40,000.00
Critical Document Specialist—PT $16,000.00
PERSONNEL TOTAL: $56,000.00
B. FRINGE BENEFITS
Social Security/Medicare (FICA) $4,284.00
Health Insurance $7,530.00
Dental Insurance $444.00
Vision Insurance $112.00
Life Insurance $40.00
Unemployment tax $450.00
FRINGE BENEFITS TOTAL: $12,860.00
C. MILEAGE
Mileage $4,000.00
MILEAGE TOTAL: $4,000.00
D. CELL PHONES/EQUIPMENT
Cell phones $1,356.00
CELL PHONES/EQUIPMENT TOTAL: $1,356.00
E. CLIENT COSTS/EXPENSES
Critical Documents $751784.00
CLIENT EXPENSES TOTAL: $75,784.00
F. OTHER APPROVED
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST: $1503,000.00
*Critical document expenses include fees for ordering birth certificates, state identification,
driver's licenses and commercial driver's licenses. Payrncnt of surcharges on driver's licenses is
also included.
Renewal of CSC 52241 Page 9 of 9
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS