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HomeMy WebLinkAboutContract 54584 CSC No.54584 AGREEMENT BETWEEN THE CITY OF FORT WORTH AND SAFEHAVEN OF TARRANT COUNTY FOR RAPID REHOUSING CASE MANAGEMENT This AGREEMENT for rapid rehousing case management ("Agreement") is made and entered into by and between the CITY OF FORT WORTH, a Texas home rule municipality ("City"), and SAFEHAVEN OF TARRANT COUNTY, a Texas nonprofit corporation ("Agency"). City and Agency are referred to individually as a"Party"and sometimes collectively referred to as the "Parties." RECITALS: 1. WHEREAS, The City has adopted Directions Home: Making Homelessness Rare, Short- Term and Nonrecurring in Fort Worth within Ten Years as its homelessness plan (the "Plan" or"Directions Home"). The Plan sets out key strategies that focus on the goal of ending homelessness and guides the expenditure of City funds on homeless issues (City Council Resolution No. 3203-05-2005); 2. WHEREAS, the City of Fort Worth issued a Request for Proposals on June 10, 2020 for services to help achieve the goals of the Directions Home program; and reduce homelessness in Fort Worth through providing rapid rehousing case management; 3. WHEREAS, Agency's mission is to end domestic violence through safety, support, prevention and social change; and intensive case management is the foundation of Agency's services for those who have experienced domestic violence; 4. WHEREAS, Agency submitted a proposal to provide rapid rehousing case management; 5. WHEREAS, the Parties believe that the services will further the goals of Directions Home and desire to enter into this Agreement in order to set out the terms, goals, and responsibilities of each Party. NOW THEREFORE, the Parties for the mutual consideration included herein agree to enter into the following Agreement. AGREEMENT DOCUMENTS: The Agreement documents shall include the following: 1. This Agreement for Supportive Services; 2. Exhibit"A"—Scope of Services; 3. Exhibit"B"—Budget; 4. Exhibit"C"—Reimbursement Request Form 5. Exhibit"D"—Reporting Forms OFFICIAL RECORD 6. Exhibit"E"--Request for Budget Modification Form CITY SECRETARY FT. WORTH, TX CITY OF FORT WORTH Pagel of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT Exhibits "A", "B", "C", "D", and "E" which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits "A" "B" "C"1 "D" or "E" and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement shall control. 1. SCOPE OF SERVICES. 1.1 Agency shall provide City with rapid rehousing case management in order to reduce the City's population of homeless persons ("Services"), which are more particularly described in Exhibit"A"— Scope of Service. 1.2 Program Performance. 1.2.1 Agency agrees to maintain full documentation supporting the performance of the work and fulfillment of the objectives set forth in Exhibit"A." 1.2.2 Agency agrees to provide a monthly report in the form attached as Exhibit "D" to document the performance of the work described in Exhibit"A". 1.2.3 Agency agrees to provide a quarterly report in the form attached as Exhibit"D" to document the performance of the work described in Exhibit"A". 1.2.4 Agency agrees that the Reimbursement Request Form and monthly report will be submitted to City no later than the 15th day after the end of each month. Agency agrees that at the end of each quarter (list out the months), Agency shall also provide a quarterly report with the aggregate information requested therein along with its monthly report and reimbursement request. Should Agency not be able to meet these requirements in a given month,the Agency shall provide written notification prior to the deadline that details the expected date of submission. If no notification is received before the 15th day, the City may document for future corrective action. If, by the last day of the same month, Agency has not submitted the required reports, City will send a non-compliance letter notifying Agency's duly authorized representative of a possible suspension of program funding. 1.2.5 Agency agrees to complete a Corrective Action Plan (CAP) in the event of three (3) consecutive months or six (6) non-consecutive months with incomplete or incorrect submissions of a Reimbursement Request Form or report. Agency also agrees to complete a Corrective Action Plan for recurring late submissions of a Reimbursement Request Form or report. 2. TERM. This Agreement shall begin on October 1, 2020 ("Effective Date") and shall expire on September 30, 2021 ("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial Term"). City shall have the option, in its sole discretion, to renew this Agreement under the same terms and conditions, except for the compensation amount which shall be provided at the time of the renewal, for 3 additional 1-year terms. CITY OF FORT WORTH Page 2 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT 3. COMPENSATION. 3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit "B" —Budget. Total payment made by City under this Agreement for the Initial Term shall not exceed$103,124.00 ("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. All invoices should be sent electronically to City's centralized Accounts Payable department invoice email address: supplierinvoices@fortworthtexas.gov. Programmatic submissions should now be submitted as part of the invoice, as they are due on the same date. Agency's emails shall include the following in the subject line: Vendor name, Invoice number, and PO number (ex: Example, Inc._123456_FW002-00000001234) Agency's subject line(s) shall read as follows: SAFEF AVEN OF TARRANT COUNTY_SAFEF AVEN RRH #### FW002_0000000### Additionally, the following requirements apply to ensure the system can successfully process invoices in an expedient manner: • All invoices must be either a PDF or TIFF format. • Image quality must be at least 300 DPI (dots per inch). • Invoices must be sent as an attachment(i.e.no invoice in the body of the email). • One invoice per attachment (includes PDFs). Each invoice must be a separate attachment. • No handwritten invoices or invoices that contain handwritten notes. • Dot matrix invoice format is not accepted. • The invoice must contain the following information: CITY OF FORT WORTH Page 3 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT • Supplier Name and Address; • Remit to Supplier Name and Address, if different; • Applicable City Department business unit#(i.e. FW002) • Complete City of Fort Worth PO number (i.e. the PO number must contain all preceding zeros); • Invoice number; • Invoice date; and • Invoices to be submitted after delivery of the goods or services. 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 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. CITY OF FORT WORTH Page 4 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT 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 Home Manager, City Manager's Office, 200 Texas Street, Fort Worth TX 76102. 4. TERMINATION. 4.1. Written Notice. City or Agency may terminate this Agreement at any time and for any reason by providing the other Party with 60 days' written notice of termination. 4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, City shall pay Agency for services actually rendered up to the effective date of termination and Agency shall continue to provide City with services requested by City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason, Agency shall provide City with copies of all completed or partially completed documents prepared under this Agreement. In the event Agency has received access to City data as a requirement to perform services hereunder, Agency shall return all City-provided data to City in a machine readable format or other format deemed acceptable to City. 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. 5.1 Disclosure of Conflicts. Agency hereby represents and warrants to City that Agency has made full disclosure in writing of any existing or potential conflicts of interest related to Agency's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Agency hereby agrees to make full disclosure of such conflict of interest to City immediately in writing. 5.2 Confidential Information. Agency,for itself and its officers,agents and employees, agrees that it shall treat all information provided to it (i) by City ("City Information") as confidential and shall not disclose any such information to a third party without City's prior written approval,and(ii)shall abide by all of the standards of confidentiality of client information("Client Information")in its performance of its duties and obligations under this Agreement including but not limited to those standards, rules and regulations regarding confidentiality required by HMIS CITY OF FORT WORTH Page 5 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT and TCHC. "Client Information" is defined for the purposes of this Agreement as personal, demographic, or treatment data about the individuals being served by the program. 5.3 Unauthorized Access. Agency shall store and maintain City Information and Client Information in a secure manner and shall not allow unauthorized users to access,modify, delete or otherwise corrupt City Information or Client Information in any way. Agency shall notify City immediately if the security or integrity of any City Information or Client Information has been compromised or is believed to have been compromised, in which event, Agency shall, in good faith, use all commercially reasonable efforts to cooperate with City in identifying what information has been accessed by unauthorized means and shall fully cooperate with City to protect such City Information or Client Information from further unauthorized disclosure. 6. RIGHT TO AUDIT. Agency agrees that City shall, until the expiration of 3 years after final payment under this Agreement, or the final conclusion of any audit commenced during the said 3 years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records, including, but not limited to, all electronic records, of Agency involving transactions relating to this Agreement at no additional cost to City. Agency agrees that City shall have access during normal working hours to all necessary Agency facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Agency reasonable advance notice of intended audits. This provision shall survive the expiration or termination of this Agreement. 7. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Agency shall operate as an independent contractor as to all rights and privileges and work performed under this Agreement, and not as agent, representative or employee of City. Subject to and in accordance with the conditions and provisions of this Agreement, Agency shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers,agents, servants, employees, consultants and sub vendors. Agency acknowledges that the doctrine of respondeat superior shall not apply as between City, its officers, agents, servants and employees, and Agency, its officers, agents, employees, servants, vendors and sub vendors. Agency further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Agency. It is further understood that City shall in no way be considered a Co- employer or a Joint employer of Agency or any officers,agents, servants, employees or sub vendor of Agency. Neither Agency,nor any officers,agents,servants,employees or sub vendor of Agency shall be entitled to any employment benefits from City. Agency shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers, agents, servants, employees or sub vendors. 8. LIABILITY AND INDEMNIFICATION. CITY OF FORT WORTH Page 6 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT 8.1 LIABILITY-AGENCY SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF AGENCY,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES. 8.2 GENERAL INDEMNIFICATION - AGENCY HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS,SERVANTSAND EMPLOYEES,FROMAND AGAINSTANYAND ALL CLAIMS OR LAWSUITS OFANYMND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO AGENCY'S BUSINESSAND ANYRESULTING LOST PROFITS)AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF AGENCY, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. This section shall survive the expiration or termination of this Agreement. 9. ASSIGNMENT AND SUBCONTRACTING. 9.1 Assignment. Agency shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of City. If City grants consent to an assignment, the assignee shall execute a written agreement with City and Agency under which the assignee agrees to be bound by the duties and obligations of Agency under this Agreement. Agency and Assignee shall be jointly liable for all obligations of Agency under this Agreement prior to the effective date of the assignment. 9.2 Subcontract. If City grants consent to a subcontract, subcontractor shall execute a written agreement with Agency referencing this Agreement under which subcontractor shall agree to be bound by the duties and obligations of Agency under this Agreement as such duties and obligations may apply. Agency shall provide City with a fully executed copy of any such subcontract. 10. INSURANCE. Agency shall provide City with certificate(s) of insurance documenting policies of the following types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 10.1 Coverage and Limits (a) Commercial General Liability: $1,000,000 - Each Occurrence $2,000,000 - Aggregate CITY OF FORT WORTH Page 7 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT (b) Automobile Liability: $1,000,000 - Each occurrence on a combined single limit basis Coverage shall be on any vehicle used by Agency, its employees, agents, representatives in the course of providing services under this Agreement. "Any vehicle" shall be any vehicle owned, hired and non-owned. (c) Worker's Compensation: Statutory limits according to the Texas Workers' Compensation Act or any other state workers' compensation laws where the work is being performed Employers' liability $100,000 - Bodily Injury by accident; each accident/occurrence $100,000 - Bodily Injury by disease; each employee $500,000 - Bodily Injury by disease; policy limit (d) Professional Liability(Errors & Omissions): $1,000,000 - Each Claim Limit $1,000,000 - Aggregate Limit Professional Liability coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy, or a separate policy specific to Professional E&O. Either is acceptable if coverage meets all other requirements. Coverage shall be claims-made, and maintained for the duration of the contractual agreement and for 2 years following completion of services provided. An annual certificate of insurance shall be submitted to City to evidence coverage. 10.2 General Requirements (a) The commercial general liability and automobile liability policies shall name City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. (b) The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of City. (c) A minimum of 30 days' notice of cancellation or reduction in limits of coverage shall be provided to City. Ten days' notice shall be acceptable in the event of non-payment of premium. Notice shall be sent to City as provided in the Notice section of this Agreement. CITY OF FORT WORTH Page S of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT (d) The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. (e) Any failure on the part of City to request required insurance documentation shall not constitute a waiver of the insurance requirement. (f) Certificates of Insurance evidencing that Agency has obtained all required insurance shall be delivered to the City prior to Agency proceeding with any work pursuant to this Agreement. 11. COMPLIANCE WITH LAWS, ORDINANCES.RULES AND REGULATIONS. Agency agrees that in the performance of its obligations hereunder, it shall comply with all applicable federal, state and local laws, ordinances, rules and regulations and that any work it produces in connection with this Agreement will also comply with all applicable federal, state and local laws,ordinances,rules and regulations. If City notifies Agency of any violation of such laws, ordinances, rules or regulations, Agency shall immediately desist from and correct the violation. 12. NON-DISCRIMINATION COVENANT. Agency, for itself, its personal representatives, assigns, sub vendors and successors in interest, as part of the consideration herein, agrees that in the performance of Agency's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY AGENCY, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUB VENDORS OR SUCCESSORS IN INTEREST, AGENCY AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM. This section shall survive the expiration or termination of this Agreement. 13. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other Party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or(3)received by the other Party by United States Mail,registered,return receipt requested, addressed as follows: To City: To Agency: CITY OF FORT WORTH Page 9 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT City of Fort Worth SafeHaven of Tarrant County City Manager's Office Attn: Kathryn Jacob, CEO/President Attn: Tara Perez,Directions Home Manager 1100 Hemphill Street, Suite 303 200 Texas Street Fort Worth TX 76101 Fort Worth, TX 76102-6314 Facsimile: 817.510.0231 Phone: (817) 392- 2235 With copy to City Attorney's Office at same address 14. SOLICITATION OF EMPLOYEES. Neither City nor Agency shall, during the term of this Agreement and additionally for a period of 1 year after its termination, solicit for employment or employ, whether as employee or independent contractor, any person who is or has been employed by the other during the term of this Agreement, without the prior written consent of the person's employer. Notwithstanding the foregoing, this provision shall not apply to an employee of either Party who responds to a general solicitation of advertisement of employment by either Party. 15. GOVERNMENTAL POWERS. It is understood and agreed that by execution of this Agreement, City does not waive or surrender any of its governmental powers or immunities. 16. NO WAIVER. The failure of City or Agency to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Agency's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW/VENUE. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. 18. SEVERABILITY. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,legality and enforceability of the remaining provisions shall not in any way be affected or impaired. CITY OF FORT WORTH Page 10 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT 19. FORCE MAJEURE. City and Agency shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, epidemics or pandemics,material or labor restrictions by any governmental authority, transportation problems, restraints or prohibitions by any court,board, department, commission, or agency of the United States or of any States, civil disturbances, other national or regional emergencies, and/or any other similar cause not enumerated herein but which is beyond the reasonable control of the Party whose performance is affected(collectively"Force Majeure Event"). The performance of any such obligation is suspended during the period of, and only to the extent of, such prevention or hindrance,provided the affected Party provides notice of the Force Majeure Event, and an explanation as to how it hinders the parry's performance, as soon as reasonably possible, as determined in the City's discretion, after the occurrence of the Force Majeure Event. The form of notice required by this section shall be the same as section 13 above. 20. HEADINGS NOT CONTROLLING. Headings and titles used in this Agreement are for reference purposes only, shall not be deemed a part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement. 21. REVIEW OF COUNSEL. The Parties acknowledge that each Party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or Exhibits "A", "B", "C", "D" and"E". 22. AMENDMENTS/MODIFICATIONS/EXTENSIONS. No amendment,modification,or extension of this Agreement shall be binding upon a Party hereto unless set forth in a written instrument, which is executed by an authorized representative of each Party. 23. ENTIRETY OF AGREEMENT. This Agreement, including Exhibits "A", "B", "C", "D", and "E" contains the entire understanding and agreement between City and Agency, their assigns and successors in interest, CITY OF FORT WORTH Page 11 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. 24. COUNTERPARTS. This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute one and the same instrument. 25. WARRANTY OF SERVICES. Agency warrants that its services will be of a professional quality and conform to generally prevailing industry standards. City must give written notice of any breach of this warranty within 30 days from the date that the services are completed. In such event, at Agency's option, Agency shall either (a) use commercially reasonable efforts to re-perform the services in a manner that conforms to the warranty, or (b) refund the fees paid by City to Agency for the nonconforming services. 26. IMMIGRATION NATIONALITY ACT. City actively supports the Immigration&Nationality Act(INA)which includes provisions addressing employment eligibility,employment verification, and nondiscrimination.Agency shall verify the identity and employment eligibility of all employees who perform work under this Agreement. Agency shall complete the Employment Eligibility Verification Form (I-9), maintain photocopies of all supporting employment eligibility and identity documentation for all employees, and upon request, provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Agency shall establish appropriate procedures and controls so that no services will be performed by any employee who is not legally eligible to perform such services. Agency shall provide City with a certification letter that it has complied with the verification requirements required by this Agreement. Agency shall indemnify City from any penalties or liabilities due to violations of this provision. City shall have the right to immediately terminate this Agreement for violations of this provision by Agency. 27. OWNERSHIP OF WORK PRODUCT. City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City shall be the sole and exclusive owner of all copyright,patent,trademark,trade secret and other proprietary rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from the date of conception, creation or fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a"work-made-for-hire"within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is not considered a "work-made-for- CITY OF FORT WORTH Page 12 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT hire" within the meaning of the Copyright Act of 1976, as amended, Agency hereby expressly assigns to city all exclusive right, title and interest in and to the Work Product, and all copies thereof, and in and to the copyright,patent,trademark,trade secret, and all other proprietary rights therein, that City may have or obtain, without further consideration, free from any claim, lien for balance due, or rights of retention thereto on the part of City. 28. CHANGE IN COMPANY NAME OR OWNERSHIP Agency shall notify City's Assistant City Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining updated city records. The chief executive officer of Agency or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied with supporting legal documentation such as an updated W-9, documents filed with the state indicating such change, copy of the board of director's resolution approving the action,or an executed merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact future invoice payments. 29. SIGNATURE AUTHORITY. The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of the respective Party, and that such binding authority has been granted by proper order,resolution, ordinance or other authorization of the entity. This Agreement and any amendment hereto, may be executed by any authorized representative of Agency. Each Party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. 30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL If Agency has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Agency acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and(2) will not boycott Israel during the term of the contract. The terms "boycott Israel" and "company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract, Agency certifies that Agency's signature provides written verification to the City that Agency: (1) does not boycott Israel; and(2) will not boycott Israel during the term of the contract. 31. CONFIDENTIAL INFORMATION Agency acknowledges that the City is a governmental entity and is subject to the Texas Public Information Act ("Act"). By executing this agreement, Agency acknowledges that this agreement will be publicly available on the City's website, and Agency is therefore waiving any claim of confidentiality, whether based in statute or the common law, to any and all materials CITY OF FORT WORTH Page 13 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT contained as part of this agreement including all documents and information referenced herein or attached hereto. [SIGNATURE PAGE TO FOLLOW] CITY OF FORT WORTH Page 14 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT IN WITNESS WHEREOF, the Parties hereto have executed this Agreement in multiple originals on the date written below their respective signatures to be effective on the Effective Date. CITY OF FORT WORTH: ACCEPTED AND AGREED: CITY OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person cc_ responsible for the monitoring and administration of By. Fernando Costa(Sep 30,202017:49 CDT) this contract,including ensuring all performance and Name: Fernando Costa reporting requirements. Title: Assistant City Manager Date: Sep 30,2020 VAC' gy7ara Perez(Sep 30,2020r� 17:37 CDT) Name: Tara Perez APPROVAL RECOMMENDED: Title: Directions Home Manager JOV, APPROVED AS TO FORM AND LEGALITY: Tara Perez(Sep 30,202017:37 CDT) By: Name: Tara Perez Title: Directions Home Manager By: a444�aIl�t ATTEST: Name: Taylor Paris apF goer �a Title: Assistant City Attorney �.s°° °°°%o°dd pi6o o9d P.Oo . oid CONTRACT AUTHORIZATION: °o 6 dd M&C: 20-065109/15/20 Q r Ronald P.Gonzales(Oct 1,202010:1 T) aaat<rszASaap Y: 1295: °aaa4 Name: Mary J.Kayser Title: City Secretary Agency: afeHaven of Tarrant County ATTEST: gy*n Jacob(Sep 30,202016:41 CDT) By: Name: Kathryn Jacob Name: Title:president/CEO Title: OFFICIAL RECORD Date: Sep 30,2020 CITY SECRETARY FT. WORTH, TX CITY OF FORT WORTH Page 15 of 26 Agreement for Homeless Services—SAFEHAVEN OF TARRANT COUNTY—RAPID REHOUSING CASE MANAGEMENT EXHIBIT "A" SCOPE OF SERVICES RAPID REHOUSING CASE MANAGEMENT SAFEHAVEN OF TARRANT COUNTY will do the following: Employ two (2) full time case managers to provide case management services to 30 rapid rehousing households who have experienced domestic violence ("RRH" clients) 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 ("PSH 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 include current Directions Home rapid rehousing clients as well as new clients in the City of Fort Worth referred by Tarrant County Homeless Coalition from the Coordinated Entry rapid rehousing list and who are also victims of domestic violence; B. Services to Locate and Facilitate Housing • Notify Tarrant County Homeless Coalition ("TCHC") of any case management openings as quickly as possible but in no event exceeding three (3) days from the date of the opening; • Work in good faith with TCHC Navigators ("Navigators") to place RRH clients from the Coordinated Entry List in housing units as quickly as possible and without undue delay; • Assist clients in gathering necessary information for lease applications and completing lease applications; • If a client is not approved for a lease based on criminal history, credit history, or rental/tenant history, a case manager shall help the client, with good faith and due diligence, mitigate and resolve the issue as quickly and to the extent possible. • Attend all necessary interviews and meetings between the client and potential or current property management. C. Additional Services Supportive Services Agreement—Exhibits Page 16 of 26 • As needed,provide assistance to RRH clients to obtain necessary household items; • Provide support and services consistent with Housing First practices to those RRH clients who voluntarily choose to utilize such services in the interest of housing retention, including but not limited to: o Providing an initial needs assessment and development of individualized client- based solution centered services plans for each consenting RRH client,including periodic evaluation and modification of the tenant housing plan; o Refer or facilitate appropriate support services necessary for housing retention and positive community integration may include,but not be limited to,assistance with: ■ Employment readiness and job search; ■ Obtaining employment or obtaining higher paying employment; ■ Educational and/or training opportunities; ■ Money management and paying rent on time; ■ Obtaining mainstream benefits; ■ Socialization support; • The case manager will work with RRH Clients to develop a plan to increase income within two weeks of being housed. Increasing income can include obtaining employment, obtaining higher paying employment, and/or applying for mainstream benefits. • The case manager will offer services once a week for the first three(3)months of tenancy and then assess client needs to determine level of continued support needed and provide that level of support.However, at a minimum,the case manager must make contact twice each month with the client, including at least one in-person meeting. 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 15th of every month in format of Exhibit"C". Programmatic reporting: Supportive Services Agreement—Exhibits Page 17 of 26 Monthly reports will be submitted by the 15th of every month in format of Exhibit"D". Quarterly reports will be submitted by the 15th of July, October, January and April in the format of Exhibit «D99. Supportive Services Agreement—Exhibits Page 18 of 26 EXHIBIT "B" BUDGET Agency will submit invoice for reimbursement by the 1511 of the month following the month services were urovided. 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, timesheets 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 Supportive Services Agreement—Exhibits Page 19 of 26 PROGRAM COSTS Total $103,124.00 A. PERSONNEL (By title Case Manager $33,607.00 Case Manager $37,555.00 Housing Case Aide (PT) $15,340.00 PERSONNEL TOTAL: $86,502.00 B. FRINGE BENEFITS Social Security/Medicare FICA $6,617.00 Health Insurance $1,667.00 Life Insurance $432.00 Worker's Compensation $866.00 Disability Insurance $433.00 Retirement $707.00 FRINGE BENEFITS TOTAL: $10,722.00 C. MILEAGE Mileage $2,900.00 MILEAGE TOTAL: $2,900.00 D. CELL PHONES/EQUIPMENT CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES Client Expenses $3,000.00 CLIENT EXPENSES TOTAL: $3,000.00 F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST: $103,124.00 Supportive Services Agreement—Exhibits Page 20 of 26 EXHIBIT "C" REIMBURSEMENT REOUEST FORM Expenses Name of employee or Amount Date Check client Invoiced No. Expense: Personnel Salary Salary Salary Salary Total: FICA(Medicare/Social Security) FICA(Medicare/Social Security) FICA(Medicare/Social Security) Health Insurance Health Insurance Health Insurance Dental Insurance Dental Insurance Dental Insurance Life Insurance Life Insurance Life Insurance Disability Insurance Disability Insurance Disability Insurance Retirement Retirement Retirement Unemployment Insurance Unemployment Insurance Unemployment Insurance Workers Compensation Workers Compensation Workers Compensation Total of all Benefits: Mileage Mileage Mileage Mileage Total: Cell phone Supportive Services Agreement—Exhibits Page 21 of 26 Cell phone Cell phone Cell Phone Total: Type of Client Ex enseNendor Client Expense Total: OperationsNendor: Operations Total: Other Other Total: Total Invoiced Amount Attestation Contractor: Program: Name of Person submitting report: Date Range Covered by this report: I have reviewed this report and certify that it is a complete, accurate, and up-to-date reflection of the services rendered under the terms of our Agreement with the City of Fort worth. Signature: Total A B C D E Total Previous This Remaining Budget Reimbursements Months Total Request Balance Available Budget Category Amount Requested Request to Date(B+D) (A-D) Personnel Fringe Benefits Mileage Cell phone/Equipment Client Costs Other Total Supportive Services Agreement—Exhibits Page 22 of 26 EXHIBIT "D" REPORTING FORMS Quarterly Report Current Reporting Quarter Submitting Agency Contact Name Phone Number and Email Remit Address Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 . At least 90% of clients will sign a lease within 30 days of program enrollment; Outcome Measure 2 . At least 56% of clients will increase employment income from program entry to program exit; Outcome Measure 3 . At least 21% of clients will increase non-employment income from program entry to program exit; Outcome Measure 4 . Less than 15% of clients will return to homelessness one year after program exit; Outcome Supportive Services Agreement—Exhibits Page 23 of 26 I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the Directions Home goals set forth in the contract. Authorized Signatory Signatory Title Date Monthly Report If the new Tarrant County Homeless Coalition software system is able to pull data included in monthly reports included herein and Directions Home staff confirms and agrees in writing, those reports can be substituted for reports included herein. Enter all clients in this report and add new clients to subsequent reports. Name/HMIS Date Date Days to Income at Income at Amount ID Enrolled Housed Housed Enrollment Discharge increase 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - 0 - Supportive Services Agreement—Exhibits Page 24 of 26 o - o - o - o - Date Returns at Returns at Returns at Date discharged Agency 3 months 6 months 1 yr Returned Supportive Services Agreement—Exhibits Page 25 of 26 EXHIBIT "E" REQUEST FOR BUDGET MODIFICATION Date Submitting Agency Contact Name Phone Number and Email Remit Address PROGRAM COSTS Budget Category Approved Budget Change Requested Revised Budget Personnel Fringe Benefits Mileage Cell Phones/Equipment Client Costs Other Approved Total Costs • Up to 5% of any budgeted line-item does not need prior approval but form must be sent to City with monthly RFR • More than 5% of any budgeted line-item must have prior City approval • An increase in a zero line-item must have prior City approval Modification Narrative describe in detail what change is for I have reviewed this request and certify that the listed modifications are correct. Authorized Signatory Signatory Title Date STAFF USE ONLY 0 0 Modification Approved Modification NOT Approved Staff Signature Date Supportive Services Agreement—Exhibits Page 26 of 26 M&C Review Page 1 of 4 Official site of the City of Fort Worth,Texas CIRT*I� CITY COUNCIL AGENDA REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME DATE: 9/15/2020 NO.: 0651 LOG NAME: FY2021 HOMELESSNESS OBJECTIVE SC CMO CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL)Authorize Execution of Agreements with Listed Public Service Agencies in an Amount Up to $2,215,678.00 for the Continuation of Directions Home Initiatives and Authorize Three Renewal Options in a Combined Amount Up to $8,870,736.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager or his designee to execute agreements with agencies listed below in a combined amount up to $2,215,678.00 for a term commencing October 1, 2020 and terminating September 30, 2021 for the continuation of Directions Home initiatives; 2. Authorize the City Manager or his designee to renew the agreements for Fiscal Years 2022, 2023 and 2024 with the agencies listed below in a combined amount of up to $8,870,736.00 for the continuation of Directions Home initiatives and dependent on funds being appropriated for Directions Home initiatives; and 3. Authorize the City Manager or his designee to amend the agreements if necessary to achieve program goals provided the amendment is within the scope of the program and in compliance with City policies and applicable laws and regulations. DISCUSSION: The City Manager's Directions Home Division approached the Purchasing Division to issue a Request for Proposals (RFP) seeking Firms to: 1) increase or maintain permanent supportive housing; 2) quickly house people in permanent housing; or 3) improve overall system capacity. The RFP consisted of specifications explaining the need for various housing programs and overall improvement of the homeless system. Proposals were scored based on the strength of the proposed program, program performance, outcomes and quality, organizational capacity of the agency, and budget. The RFP was advertised in the Fort Worth Star-Telegram on June 10, June 17, June 24, July 1 and July 8, 2020. The City closed the RFP on July 9, 2020. The City received 17 responses. Staff from the Directions Home Division and Neighborhood Services Department evaluated the proposals and found the below listed firms to be experienced and well equipped to perform the needed services. A waiver of the goal M/WBE subcontracting requirement is approved by the Office of Business Diversity, in accordance with the M/WBE or BIDE ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. Any renewals are contingent on funds being appropriated. City staff recommends awarding agreements to the listed agencies in the amounts listed below: Agencies impacted by a decrease in funding will be notified as soon as practicable. Directions Home services and programs are available in ALL COUNCIL DISTRICTS. Program Description IF Agency 71 Funding FY 21 Case Management for Assisting clients My Health, My Up to $432,000.00 Permanent Supportive in setting and Resources of Housing Clients fulfilling goals Tarrant County such as health, (MHMR) http://apps.cfwnet.org/council_packet/me review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 2 of 4 education, employment, housing stability for approximately 150 permanent supportive housing clients Case Management for Case Day Resource Up to $200,977.00 Permanent Supportive Management for Center for the Housing Clients Permanent Homeless d/b/a Supportive DRC Housing Solutions Clients Assisting clients in setting and fulfilling goals such as health, education, employment, housing stability for approximately 75 permanent supportive housing clients Rental Assistance and Provide rental Housing Up to $250,000.00 Administration for Permanent assistance Authority of the Supportive Housing Clients (which is the City of Fort difference Worth dba Fort between Fair Worth Housing Market Rent and Solutions the client's 30\% contribution of income, if applicable) to landlords of up to 20 permanent supportive housing clients; Mental Health Services for Focus on My Health, My Up to $172,000.00 Permanent Supportive housing stability Resources of Housing Clients by addressing Tarrant County addiction, mental (MHMR) health, social, coping skills and other adjustment difficulties; Rapid Rehousing Maximize state SafeHaven of Up to $103,124.00 and federal rapid Tarrant rehousing rental County assistance funds by funding case management for rapid rehousing clients http://apps.cfwnet.org/council_packet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 3 of 4 Rapid Rehousing Maximize state Center for Up to $167,418.00 and federal rapid Transforming rehousing rental Lives assistance funds by funding case management for rapid rehousing clients Rapid Exit/Diversion/Shallow Housing funds to The Up to $400,000.00 Subsidies allow people to Presbyterian quickly exit Night Shelter of homelessness Tarrant County, into housing Inc. Cold Weather Overflow Provide Day Resource Up to $150,000.00 Emergency Shelter additional Center for the Operations emergency Hornless d/b/a shelter beds on DRC Solutions weather trigger nights; Critical Documents Clerk and Produce Day Resource Up to $150,000.00 Funding documents Center for the necessary for Homeless d/b/a housing and DRC Solutions employment for clients experiencing homelessness; Direct Client Services Fund Provide one time Tarrant County Up to $72,000.00 funds to quickly Homeless divert or rapidly Coalition exit households from the homeless system Mobile Navigators Reduce the Tarrant County Up to $33,668.00 length of time Homeless homeless by Coalition assisting assigned clients with unit location and gathering documentation for clients at the top of the permanent supportive and rapid rehousing lists Continuum of Care Support Planning and Tarrant County Up to $84,491.00 data reporting for Homeless Continuum of Coalition Care http://apps.cfwnet.org/council_packet/Mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 4 of 4 The Director of Finance certifies that upon approval of the above recommendations and adoption of the Fiscal Year 2021 Budget by the City Council, funds will be available in the Fiscal Year 2021 Operating Budget, as appropriated, in the General Fund. Prior to an expenditure being incurred, the City Manager's Office has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by; Jay Chapa (5804) Fernando Costa (6122) Originating Department Head: Reginald Zeno (8517) Additional Information Contact: Cynthia Garcia (8525) Sarah Czechowicz (2059) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020